FOOD TRADE STAND APPLICATION FORM

Transcription

1 FOOD TRADE STAND APPLICATION FORM Sat 20 th & Sun 21 st June 2015, at Curraheen, Ballincollig, Co. Cork. RETURN FORM TO: Bullseye, Unit 1G, the Atrium Blackpool, Cork. Tel: (021) Or or 1

2 Welcome to the NEW Cork Summer Show Food & Drink fest 2015! It s great to see your interest in Cork s Premier agricultural Show. A major part of the show s success is the Artisan Country market and we look forward to working with you to put on the best Cork Summer show yet this year! This year Munster Agricultural Society Co Ltd. expects to welcome over 50,000+ visitors to The Cork Summer Show over two days on Saturday the 20th and Sunday the 21 st June Special prices of 300 per 3m x 3m stand inclusive of VAT if you pay before Monday 2 nd March, To avail of this 50 discount, book now. Thereafter prices are 350 per 3m x 3m stand inclusive of VAT. Larger spaces will be priced on a case by case depending on size needed. Completed forms must be returned to the BULLSEYE office no later than Friday 1 st May APPLICATIONS MUST INCLUDE ALL RELEVANT INFORMATION TO BE CONSIDERED, APPLICATIONS MUST INCLUDE PAYMENT. SUBMISSION OF APPLICATION AND PAYMENT DOES NOT ENSURE TRADE STAND SPACE. UNSUCCESSFUL APPLICATIONS WILL BE REFUNDED WITHIN 7 DAYS OF Friday 1 st May For selected successful applications no refund of stand fees will be allowed after May 11 th 2015 when your booking will be confirmed STAND APPLICATION / BOOKING FORM Please Complete This Form and Return to info@bullseye.ie or kosbullseye@gmail.com or to Bullseye, Unit 1G, the Atrium Blackpool, Cork. NB: Payment is required NOW with this application in order to secure your stand. NB: Only application forms accompanied by the proper documentation will be considered COMPANY NAME: CONTACT PERSON: ADDRESS FOR CORRESPONDENCE PHONE: MOBILE: FAX: COMPANY WEBSITE: 2

3 Please list below examples of the type of food products that you will sell from your stand at the Cork Summer Show (Use an additional attached page if required) PRODUCT UNIT SIZE / Weight / Volume RETAIL PRICE PER UNIT Trade Stand Space: Select the relevant trade stand space size that you require. 3m wide x 3m deep. Other: The price per meter squared is and space will be calculated as such. Please Specify Area requirement:...m Wide X.m Deep Ensure to calculate the correct area which you will require for your food stand extra space will not be available if not listed on the application. You must bring your own Gazebo / tent / table / stand for the artisan food market. Please give the size of stand, including tow hitch, vehicle etc. If your stand exceeds the maximum size, you will need to book and pay for extra space. The price per meter squared is and space will be calculated as such. COST: 350 per 3m x3m space (Inclusive of 23% Vat) Discount Price of 300 per 3m x 3m space (Inclusive of 23% Vat) only if booked before Monday March 2 nd, Power Requirements (If needed): Power can be supplied with a 220V outlet, with a 5 amp load limit for an additional 50 per socket. List below all electrical equipment to be used through the show power source. NB You will need to bring your own: 16amp plug and 50ft connection cable / extension lead Please list all electrical appliances that you will be using at this event (if any) and the electrical weighting of each appliance (I.e. the Kilowatt / Voltage of each appliance). APPLIANCE: APPLIANCE: APPLIANCE: TOTAL ELECTRICAL WEIGHT REQUIRED (KWs) KW KW KW WILL YOU HAVE YOUR OWN GENERATOR ON SITE? YES / NO IF YES WHAT SIZE?... 3

4 Onsite Chill Requirements (If needed): Will you require onsite chilled fridge storage for stock over the two days? YES / NO If yes What space requirement in square meters of stock space do you require?...m2 Chilled container space is available at an additional fee of 5 per square meter chill space. Allocation of Free Exhibitor Passes: 1 trade space at 3m x 3m receives 2 passes to enter Cork Summer Show, and increases depending on size of spaced booked. A new entry and security system will be in place for the Show. Exhibitors unable to present a pass must pay THE FULL admission fee for an entry pass on the day. Additional Exhibitors Passes are available to purchase in advance of the show at a discounted price of 10, please contact Barbara on to purchase before May 11th. Product/Public Liability Insurance details & Letter from your Insurer* All exhibition stands must have full valid insurance with public liability. Please review complete terms and conditions. All exhibitors must have policies in respect of Public/Product Liability Insurance. A copy of your current insurance policy must accompany this application form. Without proper insurance documentation access to the exhibition area will be denied. You must also submit an insurance indemnity letter from your insurer with all requested details as laid out in the attached sample letter. No applications will be considered without specific 'Letter of Insurance' from your Insurance Company or broker stating cover and indemnity is in place. (See Sample Letter of Insurance attached) Name of Insurance Company Policy Number Expiry Date Confirmation of insurance with 3.5m for Public and Products liability and 13m for Employer Liability must be forwarded with this application (see sample insurance indemnity letter attached) Payment Details Applications cannot be processed unless accompanied by full payment. You will be issued with an receipt from Bullseye when your application is received. You will receive a retrospective invoice and payment confirmation from Munster Agricultural Society Co Ltd. Your Payment does not 4

5 guarantee an allocation of space. If your application is not selected your cheque will be returned or (depending on payment type) you will be reimbursed within 7 working days. Discount Price of 300 per 3m x 3m space (Inclusive of 23% Vat) only if booked before Monday March 2 nd, Limited spaces available. If selected, no refunds of stand fees will be allowed after May 11 th 2015 when your booking will be confirmed. N.B. Please reference your NAME OF BUSINESS on all payments to Munster Agricultural Society Co Ltd. Payments can be made by various means. - Credit card (Preferred method) ring Barbara in Munster Agricultural Society on to process - Cheque - Cheques payable to Munster Agricultural Society Co Ltd. - Bank Draft / Postal Order payable to Munster Agricultural Society Co Ltd. - Bank Transfer - Include order reference. IBAN: IE75 AIBK AIB, 66 South Mall, Cork City. Sort Code A/c o Stand Structure / Size / Photo / Equipment Details Please give brief outline of stand structure and equipment being used on your trade stand. Please provide a photograph of your trade stand. PLEASE INSERT A PICTURE OF YOUR TRADE STAND HERE.. 5

6 E.g. Gazeebo, Marquee, canopy, van with awning, tent, tables and chairs, silent generator, other Please ensure your structure / equipment is suitable for your stand size. Make sure you calculate the area you require to showcase your food products in the best possible light. It is suggested you trial your display stand before you confirm your requirements. Every year exhibitors look for extra space at short notice and this cause s major disruption to the layout and allocations of the Food Market area. Acceptance of Terms & Conditions Read all terms and conditions below in detail. SUBMISSION of APPLICATION DOES NOT GUARANTEE ALLOCATION OF SPACE Applications will only be considered with a fully complete form, letter from insurer, product/service details, acceptance of terms & conditions and receipt of full payment. Each year the show receives more applications than available space and not all applicants will be successful. All applicants will be notified one week after closing date. In the event your application is not successful your payment will be returned WITHIN 7 working DAYS of Friday 1 st May Refunds for any other reason will not be considered. Sorry. The application must also include letter from your insurer which confirms level of insurance and indemnity to The Cork Summer Show, Munster Agricultural Society Co Ltd., and the site owners. * Please read the Terms and Conditions below carefully: Stands must be erected and fitted out before 6pm on Friday the 19 th June The CORK FOOD FEST market will commence at 9am sharp on Saturday the 20 th June. The Cork Food Fest market grounds are pedestrian access only after 9am on Saturday the 20th June. Vehicle access restricted after 9am on Sat 2th June. Food cooling display units must be supplied by exhibitors. Exhibitors must take full responsibility for food consumed or sold at the festival. Firefighting equipment (fire extinguisher) must be provided for each trader for their own stand if heating or cooking or generator equipment is to be used. All GAS and generators and other equipment used on your stand must be certified as fit for use and health & safety. You must also have a health and safety statement and a risk assessment for your stand. I confirm that I have read the Terms and Conditions below governing the exhibition space and I agree to be bound by them. By signing this form I hereby Indemnify Munster Agricultural Society Co Ltd. Co Ltd of all and including Public/Product/Employer liabilities. Signed: Date: I confirm that I have received food hygiene training certification in order to run my food stand. Signed: Date: 6

7 CHECKLIST: Ensure that you have enclosed the following information:- 1. Insurance Policy Copy (Public Liability, Employers Liability, Product Liability) YES 2. HSE approval / HSE Registration letter (In date as of 20th June 2015) YES 3. Insurance company letter Indemnifying Munster Agricultural Society Co Ltd. Co Ltd. YES 4. Photograph of your stand YES 5. Payment for Stand Size, price per meter squared for Electrics if required. YES 6. Application Form to info@bullseye.ie or kosbullseye@gmail.com or to Bullseye, Unit 1G, the Atrium Blackpool, Cork YES 7. Payment, to Munster Agricultural Society Co Ltd., included or proof of payment. YES FOOD SPECIFIC TERMS AND CONDITIONS The criteria that each trader must meet and sign up to before being considered for this year s food market at the Cork Summer Show are as follows. Please note that incomplete applications cannot be accepted. 1. Traders must commit to both trading days ( Saturday 20 th & Sun 21 st June inclusive) 2. Traders must be set up and ready to trade by 9.00 a.m. on both days. (You will have on-site access from early morning each day). The opening hours of Cork Summer Show 2015 are as follows: - Sat 20 th & Sun 21 st June 2 nd 9am 6 pm 3. Payment of 350 received in advance of the event for a 3mx3m space along with copies of insurance ( 3.5 million in public liability), organic certification (where relevant), and EHO approval. Details regarding payment will be sent to participating companies when all applications have been reviewed. 4. Discount Payment of 300 must be received in advance of Monday March 2 nd, 2015, for a 3mx3m space along paperwork listed above. Limited spaces available. 5. Food Market traders must comply with all relevant food safety, health and safety regulations, and fire regulations. 7

8 6. Traders must supply their own cooking and refrigeration equipment along with utensils and packaging if required. 7. Traders must submit a detailed product list and price list for same and not deviate from this throughout the entire event. 8. Traders must produce, or add value to, everything they are selling. 9. As space in the Artisan Food Market is limited, priority will be given to previous show attendees. 10. A company employee familiar with all products must be on site throughout the event. This would preferably be the producer him/herself. 11. Traders must submit their service requirements (electricity) with their application. Payment for additional electricity required must be made in advance ( 50 per socket). 12. Space will be allocated by the organisers in the overall best interests of Munster Agricultural Society Co Ltd. Please note that the organiser s decision is final. 13. The Artisan Food Market aims to recreate a real market feel and the companies present must reflect this, as such only companies with a turnover below 3.5M will be considered for inclusion in the market. (Other areas at the Cork Summer Show are open to larger companies). 14. We reserve the right to restrict the number of stallholders in a particular product category. This is in the interest of all traders, to ensure adequate trade for all; a wide variety of foods will also make the market more appealing to the public. 15. All decisions regarding participation at the Food Market are entirely at the organizers discretion and their word on participation by any particular company is final. 16. Company stands in the Artisan Food Market can only use branding featuring their own company (this includes but is not limited to aprons, bunting, pull ups etc.). 1. DEFINITIONS: GENERAL TERMS AND CONDITIONS SHOW means the Cork Summer Show, which is taking place on the Curraheen Estate, Balincollig, Co. Cork. on Saturday the 20 th and Sunday the 21 st June APPLICATION FORM means the official application form issued by the Munster Agricultural Society Co Ltd. Co Ltd which includes the terms and details, for trade stand space at the Show. EXHIBITOR means any person or body who/which has entered into an agreement with the Show management for a trade stand at the Show. FEE means the fees specified in the Application and payable to the Show by the Exhibitor. VAT exempt. STAND SPACE means the trade stand space on Site allocated to the Exhibitor by the Show personnel. 8

9 SHOW MANAGEMENT refers to the members of the Show Committee which have been allocated general or specific responsibility of managing the Show or different areas of the Show activities. 2. APPLICATION / ACCEPTANCE: Applications for trade stand space at the Show must be made on the official Application Form or using the on line facility on the show website. The application must be fully completed and the Exhibitor must agree to accept the relevant terms and conditions. In the event your application is not successful your payment will be returned, but refunds for any other reason will not be considered. Submission of application does not ensure allocation of trade space. Show management shall have absolute discretion as to the acceptance of any Application. Show management reserves the right in its absolute discretion to reject an application for exhibition space, to reduce trade stand allocation, withdraw permission or close down an exhibition stand. The exhibitor accepts that in applying for a stand allocation, he/she is doing so, without any statement or representation made by Munster Agricultural Society Co Ltd. and accepts that the Society will not be responsible for any loss of profits, consequential loss or any loss whatsoever arising by reason of their participation at the show. Exhibitors must obey all the rules of Cork Summer Show / Munster Agricultural Society Co Ltd. and obey any instruction from authorised personnel, before, during and after the show. Any disputes arising out of the conditions laid out by the Show Society, between exhibitors or between the Show Society and exhibitors, shall be resolved at the absolute discretion of the Munster Agricultural Society Co Ltd. 3. TRADING AND SELLING OF GOODS: The Cork Summer Show will not entertain the trading of goods and services that have not been declared on the official Trade Stand applications. Trading and selling of goods which may cause harm/issues is strictly forbidden, e.g. pellet guns, knives, balloons, water pistols, etc. Trading / Selling should only take place from the allocated trade stand area. Failure to abide by these Terms & Conditions will result in the goods being seized / impounded and the trader in question will be required to leave the show grounds. Cork Summer Show / Munster Agricultural Society Co Ltd. will not entertain any claim for refund/rebate of entry fees or associated costs should this situation arise. 4. FEES: The details of the fees are outlined in the information pack and on website ( The Exhibitor must pay the required full fees with the initial application. The Exhibitor shall remain liable for the Fee if the Exhibitor cancels after acceptance. Cancellation of space is nonrefundable and non-transferable. Bank charges will apply if currency other than the Euro is used will be charged for regular foreign currency. Other options will carry higher charges. Sponsors will receive some exhibition space free of charge, proportionate to their sponsorship contribution. Should additional space be required, payment for this additional space will be necessary. In order to qualify, sponsors must submit their sponsorship by Friday 29th May ENTRY OF STAND EQUIPMENT and BUSINESS OPENING TIMES Access available from Friday the 19th June. All heavy equipment must be on exhibition stands by 6.00pm, Friday 19 th June Items that can be transported by car or van must be in place by 6.00pm, Friday 19 th June Overnight security will be in place on site. DUE TO SAFETY & SECURITY CONSIDERATIONS, NO REQUESTS TO BRING IN STAND EQUIPMENT ON SHOW DAY WILL BE ENTERTAINED, IRRESPECTIVE OF THE CIRCUMSTANCES. 9

10 The trade stand areas will be a PEDESTRIAN TRAFFIC ONLY AREA after 9 am on show days, Saturday 20 th June and Sunday the 21 st June The Exhibitor shall ensure that its stand is attended and open for business by 9 a.m. on the 2 days of the Show. Failing that, the chairman of the trade stand section shall be entitled to reallocate the stand space, with no refund of fees. All trade stands must be open for business from 9.00 am to 6.00 pm on each show day. Stands must be completely dismantled and removed no later than 6pm on Monday 22 nd June Noncompliance of this exit time will carry financial penalties. 6. SITE / STAND SPACE: Whilst every effort will be made to accommodate exhibitor space requirements, final allocation and location of exhibition space will be at the discretion of the Show Management. The Exhibitor shall report to the check in office and the trade stand supervisor on arrival to be shown the precise location of the Stand Space. No cars, trucks or vans must be parked in the exhibition area during the show, unless it is within their stand area. Vehicles must be parked in the exhibitor's car park, which is adjacent to the trade stands area. The Exhibitor shall ensure that all marquees, ropes, signs and other equipment are kept within the Stand Space at all times. The Exhibitor is not permitted to sub-let, transfer or share a Stand Space. Any activities that could infringe on the rights of other exhibitors must be avoided. The Exhibitor shall ensure that no damage is caused to the Site, within the Stand Space. Bark mulch can only be used if an underlay is first placed on the ground. After the Show, all mulch must be cleared from the site and disposed of off-site. The Exhibitor shall ensure that its Stand Space is tidy at all times. 7. CHANGES OR CANCELLATION: The Show management reserves the right, at its reasonable discretion (which shall include reference to weather forecasts and ground conditions) to postpone or cancel the Show, make amendments to the parameters of the site or the stand space and / or amend the planned times as set out above. The Show will not be responsible to any exhibitor or person for loss of profit or any consequential loss arising out of the cancellation of the event. The Show shall not be liable for any failure to perform its obligations pursuant to these terms as a result of flooding, fire, lightning, explosion, drought, ground conditions, act of God, act of terrorism, war, rebellion, sabotage, strike, disease or any other event outside reasonable control of the Show management. We suggest that insurance cover be considered by the exhibitor. 8. PASSES: The number of free admission and vehicle passes relate to the stand area booked 2 passes per stand space up to a maximum of 10 passes for a full block of spaces. Guidelines for Allocation of free passes for trade spaces as follows; 1 trade space 2 passes (Note: 3m x 3m = 1 Trade Space) 2 trade spaces 4 passes 3 trade spaces 6 passes 4 trade spaces 8 passes 5 & upwards 10 passes max Extra Passes will need to be purchased. A new entry and security system will be in place for the Show Exhibitors unable to present a pass must pay THE FULL admission fee for an entry pass. Additional Exhibitors Passes are available to purchase in advance of the show at a discounted price of 10, please contact Barbara on for purchase. The Exhibitor shall ensure that its staff or authorised persons carry proper passes and identification at all times on the site. One vehicle per Exhibitor will be allowed on site for the duration of the Show provided entry is before 9.00 a. m. and exit after 6.30p.m. and the allocated parking area to be used. 10

11 9. SALES AND ADVERTISING: Only within the exhibitors allocated stand area should they sell, offer for sale or advertise their goods or services, including the distribution of leaflets. Level of business transacted is the sole responsibility of the trader. Branding by the Exhibitor should be in keeping with the style of the Show. 10. FUNDRAISING, COLLECTIONS, ETC: The Exhibitor shall not hold raffles or collections for contributions to its funds without the prior written consent of the Show management and in accordance with all applicable laws and regulations. Only one official charity is permitted to fundraise each year at Cork Summer Show / Munster Agricultural Society Co Ltd. 11. CLOSURE OF STANDS AND EXITING: The Exhibitor shall not commence closing down its stand until 6 p.m. on the day of the Show. The Exhibitor shall leave its stand space completely clear of litter, please use skips provided. The Exhibitor shall restore its stand space to its original condition. The Exhibitor shall become liable to pay a fine of 200 for breach of these litter clauses. We suggest you take a picture of your stand before vacating the area. 12. REGULATION AND HEALTH & SAFETY: The Exhibitor shall comply with all current regulations, including Safety, Health and Welfare Act and the guidance issued by the Health and Safety Authority in relation to it. The Exhibitor shall comply with all directions of the site Safety Officer. 13. INSURANCE: Public Liability - All exhibitors must have insurance policies in respect of public liability, with minimum of 3.5 million limit of indemnity, any one incident. A letter from their Insurance Company confirming their Public liability cover and indemnities must be provided. The exhibitor must ensure that confirmation of their current insurance policy accompanies their Trade Stand application. Under no circumstances will any exhibitor be admitted to the show grounds without production of this evidence of their insurance (letter from Insurance company or broker-sample on website). The confirmation letter must be specifically extended to indemnify Cork Summer Show / Munster Agricultural Society Co Ltd., its agents and operatives including Bullseye Ltd and the landowner, against any claim for losses, damages or injuries whatsoever that may arise for the duration of the Cork Summer Show / Munster Agricultural Society Co Ltd. on the 20 th & 21 st June 2014 and including the 10 day period before and after the event which may be required for the setting up and clearing away of exhibitor stands from the show grounds. Agreement with our terms and conditions also confirms indemnity to above. The insurance policy must cover any loss or damage to the property of the Exhibitor, its employees, directors, agents, sub-contractors or other authorised persons in or around the site or visitors to the stand space 14. LOSS AND DAMAGE: The Cork Summer Show / Munster Agricultural Society Co Ltd. will not be responsible for any loss or damage arising from any source whatsoever. Each exhibitor should have adequate insurance cover in respect of such damage or loss 15. INDEMNITY: The Exhibitor indemnifies the Show and agents against all and any liabilities, losses, costs or expenses caused, directly or indirectly, as a result of any action or claim by any person of any breach by the Exhibitor of these terms or by act of negligence of the Exhibitor, its employees, directors, agents, subcontractors or other persons authorised by the exhibitor. 16. LIMITS ON LIABILITY: Whilst the Cork Summer Show / Munster Agricultural Society Co Ltd. will provide General Security for the overall site area, each exhibitor is responsible for the security of their own exhibition and stand area. The Cork Summer Show / Munster Agricultural Society Co Ltd. will not be responsible for any loss or damage arising from any source whatsoever. The Exhibitor is advised to make adequate arrangements for protection of their exhibits. The Show management accepts no liability for damage to property, personal injury, death or other loss caused to the Exhibitor or its authorised persons. The Show management shall not accept responsibility for the content, errors or omissions of the Catalogue. 11

12 17. BREACH: Any breach of these terms by the Exhibitor shall, without prejudice to any other remedy available, entitle the Show management to cancel the agreement with the Exhibitor and remove or request the immediate removal of the Exhibitor and its property from the site. 18. FULL DOCUMENTATION: No application will be processed without all the necessary documentation and information being forwarded before closing date, Friday 1 st May RETURN FORM TO: Bullseye, Unit 1G, the Atrium Blackpool, Cork. Tel: (021) info@bullseye.ie or kosbullseye@gmail.com web: 12