Bath Boules 9 th 11 th June 2017 About the Bath Boules The Bath Boules is a unique, splendid and much loved festival held in the city centre which has now been running for over 20 years. Built around a daily Boules tournament, the event takes place over three days featuring a street food market, entertainment and children s activities attracting thousands of people across the weekend. All profits from the event are given to local charities and over the last ten years, the Boules has raised over 300,000 for local causes such as Dorothy House, Julian House and Off the Record. For 2017 the event will take place once again on Queen Square in the heart of Bath from Friday 9 Sunday 11 June. As well as raising money for local charities, the Bath Boules is a very high profile event, with many months of marketing, several dozen of teams and many thousands of happy attendees. This makes it a great opportunity to raise profile and build your customer base, as well as to trade. Street market The Bath Boules has a street food market which takes over two sides of Queen Square on roadways which are closed to traffic for the duration of the event. The area is enhanced with a variety of stands, sights, and seating area emulating a true French Market atmosphere. Local food producers, restaurants, delis and stall holders are encouraged to apply to take a stand at what will be an incredibly popular event. To ensure a diverse range of food and produce and limit competition between stall holders, booking are on a first come, first served basis. We d therefore encourage early expressions of interest and bookings. Prices and payment In return for a pitch at the Bath Boules, we ask for an initial payment of 250 or 300 before the event to secure your stand (depending on size required). Plus a donation of 20% of your gross takings from across the three days in addition to the initial fee which is payable after the event. All stand payments will contribute to the Bath Boules fund going towards local charities. To get involved and take a stand at this fantastic event, please complete the following form.
Please complete and return this form to: Stephanie Dodd Events Manager MediaClash Circus Mews House Circus Mews Bath, BA1 2PW E-mail: stephanie.dodd@mediaclash.co.uk Bath Boules 2017 Stall Holder Booking Form The Bath Boules event will take place on Friday 9 th Sunday 11 th June 2017 at Queen Square, Bath. The event is open for trading from 11am 9pm on Friday and 8am 7pm Saturday and Sunday. Depending on stand location, Stall Holders can set up from 10am on Friday 9 th June. Prior to exhibiting please submit a copy of your Public Liability Insurance and Risk Assessment with your booking form. Details Company name Name Address Product / activity Landline phone number Mobile phone number E-mail Pitch requirements Please note: - All pitches are 3m in depth. - All stalls must be open from Friday 9 June Sunday 11 June inclusive and stall holders must be available for the entirety of the event - No parking will be provided for Stall Holders - All pitches are outdoors on hard standing - Power is available at an additional price for all three days Stand booking options (please tick requirements) I would like to book a 3m pitch for 250+VAT ( 300 total) I would like to book a 6m pitch for 300+VAT ( 360 total) Electricity required (please tick requirements)* 13 amp power supply 24 hours 175+VAT ( 210 total) 13 amp power supply not 24 hours 150+VAT ( 180 total) *Electricity is charged for the duration of the event Friday 9 June Sunday 11 June inclusive
Payment Please enclose a cheque for your pitch and any electricity required with your booking form or send this payment via BACS using your company name as a reference. Cheque Please make cheques payable to MediaClash Limited. Debit/Credit card National Westminster Bath Plc Bath Stuckeys Account name: MediaClash Ltd Sortcode: 60-02-05 Account Number: 17105382 Please note: your booking is not confirmed until we have received payment for your stand. Following the event, please provide a summary of total takings to stephanie.dodd@mediaclash.co.uk no later than midday Friday 16 th June 2017 to arrange payment of the additional 20%. Payment (please tick) I have enclosed a cheque for my pitch fee and electricity requirements I have enclosed a cheque for my pitch fee only I have paid via BACS for my pitch fee and electricity requirements I have paid via BACS for my pitch fee only Agreement By signing this agreement the Stall Holder: agrees to attend the Bath Boules in Queen Square on Friday 9 Sunday 11 June 2017. Is aware that the booking will not be confirmed until the form has been received by MediaClash with stand payment via cheque or BACS. agrees to provide a copy of public liability insurance, risk assessment, relevant safety and food hygiene certificates when requested by the Event Organisers. will pay 20% of their takings over the three days over and above the stand payment following the event. has read, understands and agrees to the terms and conditions set forth on the following pages. Signed Date.. Contact If you require any further information regarding this booking, please contact: Tel: 01225 475860 Email: stephanie.dodd@mediaclash.co.uk
DEFINITIONS Terms and conditions a) Event Organisers means MediaClash Ltd on behalf of the Bath Boules Trustees. b) Stall Holder means company and associated staff exhibiting at the Bath Boules 2017. c) Event means the Bath Boules on Friday 9, Saturday 10 and Sunday 11 June 2017. f) Stall mean place, pitch or space in the event used or intended to be used for the sale of goods or the provision of services. STALL ALLOCATION Stall Holders will be allocated a stall on a first come, first served basis when they book. The site plan provided by the Event Organisers is a guide only and does not form part of any contract. The Event Organisers reserve the right to change the site plan at their discretion. THE EVENT DAY The Event opening times will be 08:00-19:00 on each day of the event, these times may be amended at the discretion of the Event Organisers. The set up times for Stall Holders will be dependent on location starting from 10:00 on Friday 9 June, times may be amended at the discretion of the Event Organisers. All vehicles bringing Stall Holder stands into the Event must be removed immediately after they have been unloaded unless expressly agreed otherwise with the Event Organisers. There is no Stall Holder parking provided as part of this booking. Vehicles may only be brought to the Event by a Stall Holder at specified times if they do not cause an obstruction to any other Permanent or Casual Trader (shop or otherwise), any public road, avenue, passage, pavement or footpath used by the public. The vehicle may not stand for longer than is reasonably necessary for loading or unloading goods, unless those vehicles have been properly adapted for use as a Stall. Vehicles may not be driven or parked on the pavement or footway. USE OF STALLS Stall Holders shall not place goods beyond the limits of their Stalls as allocated by the Event Organisers either on the ground or hanging. Stall Holder s goods, wares, empty crates, refuse, etc. must be stored in the area allocated.
Stall Holders will be responsible for clearing their Stall and surrounding area of any waste, litter, waste water and product at the end of the Event. Bins will be provided for the duration of the event. The Stall Holder shall be responsible for ensuring that all gazebos, marquees and other temporary structures supplied are suitably secured on hard ground. A risk assessment must be completed and be to the satisfaction of the event organisers. If any gazebo, marquee or other temporary structure is deemed dangerous or unsafe by the Event Organisers then the item must be removed if the issue can t be rectified and made safe. GOODS OFFERED FOR SALE The sale of unlicensed, counterfeit or illegal goods by a Stall Holder shall be grounds for the Event s Organisers asking the Stall Holder to pack up and leave the Event immediately. The Event Organisers shall be under a duty to report any suspected sale of counterfeit or illegal goods to the police or appropriate authorities. COMPLAINTS Stall Holders who wish to make a complaint against the Event Organisers should make their complaint in writing no later than Friday 16 th June. The Event Organisers shall use reasonable endeavours and will respond to the complaint within ten working days. HEALTH AND SAFETY, LIABILITY AND INSURANCE The Event Organisers accepts no liability for damages, costs, claims, losses or accidents caused by, or arising from the disrepair, condition or construction of any Stall. Stall Holders trade at their Stalls at their own risk. All Stalls should be maintained in a good state of repair and condition, to the satisfaction of the Event Organisers. All stalls must be secured appropriately in adverse weather conditions. Stall Holders must supply suitable risk assessments when supplying their own gazebo or equipment and the Event Organisers shall be at liberty to call for, inspect and take copies of such risk assessments. The Event Organisers shall not be liable for any damages, costs, claims, losses caused by the actions of any other Stall Holders or general public to the Stall Holder s property, vehicles or stock. Stall Holders selling foodstuffs must comply with all relevant statutes, including, without limitation, those relating to food hygiene and health and safety. Any Stall Holders selling foodstuff must be able to produce a Health and Hygiene certificate or equivalent certification on demand of the Event Organisers.
Stall Holders selling food stuffs should be registered with their local Environmental Health Department. All Stall Holders shall hold a valid insurance policy for public liability insurance cover with a minimum indemnity of 5,000,000 and the Event Organisers shall be at liberty to call for, inspect and take copies of such insurance policies. Any Stall Holders using gas cylinders as part of their Stall must make the Event Organisers aware in advance of the event and ensure they have the appropriate gas safety certificates for their equipment. Stall Holders using generators must make the Event Organisers aware in advance of the event and ensure that any fuel is stored safely and away from the equipment. Under no circumstances is the generator to be placed up against flammable materials. MISCELLANEOUS Stall Holders must not hawk or carry about any articles for sale throughout the Event or hand out any marketing material or promotional samples of goods without prior permission of the Event Organisers. Stall Holders shall behave in a polite manner at all times to all other Stall Holders, Event Organisers and the general public. Any complaints received regarding a Stall Holder s conduct or behaviour will be investigated by the Event Organisers. The Event Organisers shall accept no liability for losses caused to an Stall Holder by temporary closure or cancellation of the Event resulting from circumstances beyond the reasonable control of the Event Organisers which shall include (but not be limited to) severe weather conditions (e.g. snow, ice, high winds, storms), floods, earthquakes, heat waves, fire, national emergency, war etc.