Cheltenham Jazz Festival 2014

Transcription

1 ` Cheltenham Jazz Festival 2014 Festival Trader Pitches Limited spaces available on site for food & beverage stalls, craft stalls, general goods and branding opportunities. Please note this diagram is for guidance only. Site location is tbc and Cheltenham Jazz Festival reserves the right to make changes to the content and layout of this plan.

2 Jazz on the Square 2013 saw the most successful Jazz on the Square for Cheltenham Jazz Festival. Stall holders and festival goers alike enjoyed 5 glorious days of sunshine and a packed Montpellier Gardens. The new site layout was a resounding success with great feedback from traders and audiences. The festival sold over 19,000 tickets last year and attracted huge crowds to the free entertainment taking place within Montpellier Gardens. We are looking for both traders and caterers to add to our Jazz in the Gardens site in order to provide not just food and beverages to Festival goers but also interesting market stalls selling a variety of wares. Around 16 spaces are available in total, with positioning and pricing tailored on application. Preference will be given to companies/individuals who place emphasis on green products, recycled packaging, ethical goods and local goods. Please mention any ways you do this is your application. The following pitch types are available: Hot food catering from VAT (Additional charges apply for power dependent on individual requirements) Snacks from VAT (Additional charges apply for power dependent on individual requirements) Small traders (e.g. craft stalls) from VAT (Additional charges apply for power dependent on individual requirements) Your exact price will be confirmed by organisers on application due to the restrictions our site puts us under. Please note only the single designated Hot Drinks stall will be allowed to sell these products (tea, Coffee, Hot Chocolate etc.) All other traders are unable to sell hot drinks yet can offer cold soft drinks. No rebates will be given to traders as a result of adverse weather conditions, nor as a result of changes in performance programmes or re-siting of acts to different venues within the Festival. As the Square is a free site the Festival will not accept responsibility for the level of trading during the event. In order to apply for a pitch at this year s Festival please read the information below and complete the attached forms. You must provide the requested information in order for your application to be considered. Trader Get In & Get Out times Access for traders to the site is not available any earlier than 1 st May and the site comes down on the 5th May, all traders must be packed up and offsite by 11pm. Set up may begin from 9am on 1 st May. All stalls must be setup by 3pm, ready for a site walkaround before opening to trade from 5pm. For a limited number of small craft/general goods traders we may be able to offer a trading space for just Sat-Mon (3 rd - 5 th ). Please production@cheltenhamfestivals.com to enquire if this is of interest.

3 Traders may begin packing down from the start of last event on Monday 5th May (evening). Please note that we have a site curfew of 11pm which is enforced by the Cheltenham Borough Council and must be adhered to. You must all be packed down and off site by this time so please consider this when trading on that final evening and if you need to begin pack down earlier than 8pm then please inform the Production Coordinator. Serving times Thursday 1 st May 5pm pm Friday 2 nd May 5pm pm Saturday 3 rd May 10am 10.00pm Sunday 4 th May 10am 10.00pm Monday 5 th May 10am 8.30pm * Please note these times may still be subject to change. On Saturday Monday all stall holders must be open to trade by am at the latest. Events on site will start at 10.30am, stalls are welcome to begin trading on site from 10 am. Terms and Conditions Please read carefully and ensure you can comply with all of the following trader responsibilities. Deposits for stalls must be made by Friday 7 th March 2014 Balance payment for stalls must be made before Friday 4 th April 2014 Non payment by that time will result in the stall being reallocated and the loss of your deposit. Traders must be responsible for the set up and removal of products on site, only bringing the agreed structures. Traders must not move once allotted a pitch, unless agreed with Festival organisers. All structures should be sound, secured firmly to the ground and able to withstand adverse weather conditions. Trip hazards (eg. guide ropes) must be clearly marked. Vehicles are not allowed on site, except during the get in and get out stages. Deliveries. If you need stock delivered during the festival please arrange to have it dropped off to the designated area. It will then need to be carried to site or transported using a trolley. No vehicles will be able to drive onto site during the festival. Traders are responsible for fully staffing the stalls and accommodating all issues surrounding their staff for the agreed duration above. Traders will be responsible for the efficient serving of their product and not serve any products other than those stated on the submitted application. Please provide copies of all appropriate trade licences, risk assessments and proof of insurance, as requested on trader checklist. All food and drink traders should comply with the following regulations: Health and Safety at work 1974 as appropriate Food Safety 1995 (General Food Hygiene) Food Safety 1995 (Temperature Control) Food Safety Act 1990 Traders must comply with legislation relating to Health, Safety, Hygiene, and Noise at Work and Working at Height Waste water must be put in the containers provided. Traders should inform the organisers if the containers need to be emptied. Please ensure all electrical items are PAT tested with certificates available at the event. As much as possible electrical items should be kept out of public reach. Traders must not bring generators on to site. Electricity will be provided by Cheltenham Festivals at the level requested in your application. There may be a charge for this dependent on your requirements. Traders must possess a Fire extinguisher and a fire blanket to be present on the stall at all times along with a first aid kit. Traders must not produce any amplified noise.

4 No sales of tobacco, alcohol, weapons, or wax flares will be allowed. No bbqs. No animals on site. Traders will be responsible for the safe disposal of any refuse with the festivals waste management system. All drinks packaging must be recyclable and food packaging should be biodegradable. Traders are responsible for litter on their pitch and in the small public area directly in front of the pitch. No glass is allowed on site. No subletting of stalls. Employers' Liability and Public Liability Insurance must be on display in stalls at all times. Likewise traders are responsible for ensuring contractors delivering to, or working on their stall, are suitably insured. Unauthorised use of Cheltenham Festivals logos will result in stalls being shut down and goods confiscated. Traders must only sell products that have been listed in their application. Any changes to this must be agreed in writing with the festival staff. Traders MUST complete the H&S, Fire and Food Management checklist and be signed off by their Festival Market representative before they trade Traders must be offsite by 11pm on Monday 5 th May Traders are required to comply with these terms and conditions. If a trader is asked to leave due to contravening these requirements they shall not be entitled to any rebate.

5 Cheltenham Festivals are responsible for the following: 1. Provide Space The site is quite restricted on space; therefore the organisers will access each application individually and allocate the appropriate pitch size. Prices will reflect pitch size required and product type. 2. Power Power is available at a cost of: 5A (1000W) max = 50 16A (3500W) max = A (7000W) max = A 3phase (7000W per phase) = 230 (All with Ceeform connectors) The power supply cable will be a ceeform connection. If required the festival can supply an adaptor for this (at a cost of 5 each) to convert it into a single standard 13amp socket plug. Into this you can plug extension cables and 4-way adaptors but you must stay within your agreed power limit. All prices are subject to VAT. Generators are not permitted on site for health & safety and noise reasons. Please ensure you request the appropriate level of power so that we can plan ahead. Traders who pull more power than ordered and cause the circuit to go down, will be disconnected and their stall closed down. All electrical equipment on site must have been PAT tested and have a current safety certificate. Please note that we do not supply a 24 hour power supply to any stalls. Power will be on from 7.45am and turned off at 11pm each day. 3. Water Water will be supplied by access to a mains standpipe. We do not have facilities to provide a mains supply that you can directly connect to. Waste water must only be emptied into the containers provided. These are not designed for you to directly connect to in order to dispose of your waste. Please refer to Food Safety Act It is the stall holder s responsibility to meet any water requirements. 4. Waste Management Litter on general site is the responsibility of Cheltenham Festivals. Traders are responsible for catering waste, litter on their pitch and in the small public area directly in front of the pitch. Traders waste should only be put in Cheltenham Festival bags and disposed of in the allocated bins. Cheltenham Festivals will provide each trader with up to two general waste bags and two recycling bags each day free of charge. If you require additional waste bags during the festival, these can be provided at a cost of 6 per general waste bag and 3 per recycling bag. Traders must only place their waste in designated bins, and using the CF bin liners provided. Any trader found using public bins, leaving waste behind on site or using their own black liners are liable to pay additional charges at the cost per bag, as detailed above. No facilities will be provided for the disposal of cooking oils.

6 5. Facilities Sufficient toilet facilities will be provided by CF. The site is staffed throughout the day and security personnel will be patrol the site overnight. Cheltenham Festivals accepts no responsibility for loss or damage to persons or equipment. No camping is permitted. If you are not local you will need to make your own arrangements for accommodation. 6. Promotion Cheltenham Festivals will feature all stall holders on the Festival webpage dedicated to Jazz in the Gardens. Where possible we will try and include images of your stall on the website, please consider this when supplying your stall images for your application. Payment Payment should only be made when an application is successful and must then be made in full by the date specified on acceptance of your application. Cancellation will incur loss of deposit. Within 14 days of the event the cancellation charge will be 100% of pitch price. ADDITIONAL INFORMATION Festival Day Morning (pre 12pm) Jazz Festival Capacity by Day / Time Afternoon (12:00-17:59) Evening (18:00 onwards) Total Wednesday 1,452 1,452 Thursday 2,038 2,038 Friday 2,541 2,541 Saturday 86 4,440 2,621 7,147 Sunday 94 4,207 2,465 6,766 Monday 608 1,836 1,963 4,407 Total ,483 13,080 24,351 This projection is based on 2013 figures This projection does not include ticket buyers for events at off site venues. We issued 82% of the total tickets available at last year s festival. We issued 91% of all evening tickets that went on sale We are aiming to issue 22,000+ tickets for Jazz 2014 Footfall during the festival is expected to be around 50,000 people with a lot of activities and free music in the gardens to entice festival goers. After the Festival a short survey may be sent round to stall holders. We hope you will feel able to help us with this so we can continue to consolidate our Jazz on the Square concept for future years.

7 Cheltenham Jazz Festival 2014 Trader Application Please read and complete the form carefully being sure to include any requested documents. Trading Name Contact Name Website Address Telephone/Mobile Menu/Merchandise Description please include as much detail as possible: List what you would like to sell, detailing the country of origin or influence, e.g.west Indian Food, Nepalese clothing, etc etc. If you are allocated a stall, it will be to sell the products you specify here. Please detail the packaging you will be using: Example Price List: Item Price

8 Have you traded at Cheltenham Jazz Festival before or at other festivals? Please give details: If you are a food trader please answer the following questions: Which local authority are you registered with? Have you previously had a food hygiene inspection? Will you be using gas onsite? If so please ensure documentation is attached. We require all gas tanks to be secured within your own gas cages onsite. (We do not provide these). Stall Details Pitch width Pitch depth Stall width (including tow bars etc) Stall depth These measurements must be accurate and there must not be anything outside of this footprint as they will determine where you are placed on the site. Please send some images if you have them. No vehicles to be located on site. Camping is not available. Additional information: Anything important about your needs which may influence where we place you onsite. Any information about green and ethical trading should be noted here.

9 Site Services Electricity: Please tick as appropriate 5A (1000W) max = 50 16A (3500W) max = A (7000W) max = A 3phase (7000W per phase) = 230 Prices are subject to VAT. No. of 13 Amp sockets required ( 5 each). How much of your requested power will you actually use? (In Amps or Watts).. Please note that this will not be a 24 hour power supply, power will be on from daily. Generators are not permitted on site. Electricity is supplied by Cheltenham Festivals and you must request the amount you require on application. We have a restricted supply so please ensure this is an accurate representation of what is required. Water: Please detail what is required and estimate amounts of waste water. Water is free from standpipes. Direct connections are not possible. Waste water must be disposed of in containers supplied. Waste: Please estimate how much waste you expect to produce during the festival. We appreciate this will be a rough guess but we are looking to plan the amount of bags and bins we have available. Traders waste should only be put in Cheltenham Festival bags and disposed of in the allocated bins additional bags will be issued by the organisers at a small charge. Please ensure the information provided on this form is correct to the best of your knowledge and sign to agree to our terms and conditions. Name: Date: Signed:

10 Cheltenham Jazz Festival 2014 Trader Checklist Please supply photocopies of the below information with your application. PAT Test Certificates Corgi Certificates for LPG installations Risk Assessment Local Authority registration letter Public Liability Insurance Certificate: (Must state renewal date, policy no and level of cover) Please confirm you will possess appropriate Fire Extinguisher(s) and a fire blanket Any Other Information: Please post this completed form to Cheltenham Jazz Festival, Trader Application, 109 Bath Road, Cheltenham, GL53 7LS or it to production@cheltenhamfestivals.com with your supporting documentation. Thank you