London Christmas Fair

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1 London Christmas Fair Wednesday 25 November 2015 Kensington Town Hall Guidelines, Application and Regulations for Stallholders Jessica D Arcy, Senior Community Fundraiser The British Red Cross, 44 Moorfields, London, EC2Y 9AL /

2 SUMMARY OF BENEFITS REASONS TO TAKE PART The London Christmas Fair is an established platform for stallholders to raise their profile and sell their goods. The Fair has been running for 20 years. On average over the last four years stall holders take 650 over 9 hours trading with footfall of approximately 650 people WORKING WITH YOU The British Red Cross takes its responsibility to stallholders very seriously and is constantly evaluating the Fair and looking for ways to increase footfall and profitability for both our stallholders and the charity. For this reason last year we took feedback from our 2013 stallholders and successfully combined the 9 trading hours over one day rather than two. We now also have a scaled table price with cheaper tables being sold where stallholders deemed footfall throughout the event to be less* *Please note that although we are actioning this feedback, we have found very little difference in average takings verses location at this venue. CORPORATE SOCIAL RESPONSIBILTY DEMOGRAPHIC DATA The Fair is run in aid of the British Red Cross, with money raised from this event helping to support vulnerable people in crisis through our London services Approximately 95% of the customers at the Fair fit in categories A, B, C1, representing a high likelihood of return on investment at this event. The venue is situated in the borough of Kensington and Chelsea within The London borough of Kensington and Chelsea incorporates some 1,019 streets. Kensington and Chelsea is renowned for its thriving, cosmopolitan atmosphere. The borough has many

3 famous shopping areas including the King's Road, High Street Kensington and Knightsbridge. MEDIA COVERAGE The team at the British Red Cross extensively market this event to local newspapers, magazines, websites and social media accounts. We have an existing database of over 3000 previous attendees as well as our Committee members and Friends of the Fair who promote the event to all of their local contacts, with people coming from outside London to attend. The British Red Cross can provide you with press releases and both hard copy and flyers to give out to your local networks. If you wish to take advantage of these resources please fill in the form in Annex 2 PROGRAMME The Christmas Fair programme is the document of record and a great souvenir of the day s events. It will carry a short description of each stallholder and will publicise your contact details free of charge. Stallholders may also want to take advantage of our competitive advertising packages to make your stall more prominent on the day. Spaces for this are limited and an application form for advertising can be found in Annex 3. If your advert is successful we will then invoice you for the payment. COMMITTEE CHAIRWOMEN This event is run by a dedicated team of volunteers headed up by co-chairwomen Mrs Rosemary Paterson and Mrs Janine Thomas. Both the chairwomen have been on the committee for a number of years and are dedicated to creating a vibrant, modern and varied Fair for both stallholders and customers.

4 GUIDE AND REGULATIONS PARTICIPATION / PAYMENT a/ To apply for a table at the Fair please return the form in Annex 1 the committee will then consider the suitability of your stall and let you know if you have been either successful, unsuccessful or put on a reserve list in the case of a full stall type. b/ On successful application you will receive an invoice. You have three payment options, credit card, bank transfer or cheque. Cheque payments may also be phased. Single stalls cost 140 in the Main Hall & the Foyer or 120 in the downstairs hall and the stage. All stalls are allocated on a first come first served basis. c/ Places are not confirmed until full payment has been received. d/ Should it be necessary for you to withdraw after you have been invoiced, a full refund will be given up until 1 September After this point no refunds will be given. e/ Should you fail to comply with the regulations set out in this document the British Red Cross reserves the right to cancel your place at the Fair. In this instance a full refund will be given up to 48 hours before the event. f/ By taking a table at the Fair you are agreeing to pay 10% of your gross takings at the Fair including any orders taken whilst at the Fair to the British Red Cross. g/ By taking a table at the Fair you are agreeing to stay for the duration of the Fair and must not pack up before doors have closed to the public.

5 PERSONNEL a/ You must nominate a person in charge who should be detailed on the registration form. There are many stalls that take part in this Fair and it is difficult for us to deal with more than one person from an organisation. b/ The person in charge must keep us up to date with any change of details and must ensure all forms are submitted in accordance with the deadlines provided to ensure the Fair runs smoothly. c/ Each stallholder should have no more than three people helping on their stall, or in the case of double stalls four people. These should be listed in Annex 5 TIMELINE a/ It is important that you are aware of the various deadlines in the run up to the show and are prepared in good time. As we know you also have busy diaries around this time, we have outlined deadlines for each Annex submission. Marketing resources form: Deadline 01 September 2015 Advertising form: Deadline 01 October 2015 Programme entry form: Deadline 19 October 2015 Personnel form: Deadline 26 October 2015 Logistics form: Deadline 01 November 2015 PROGRAMME a/ As part of the event programme you will get a 20 word entry about your stall to guide customers on where to visit. You may also wish to include a website or contact . Annex 4 STALL DESIGN a/ Tables are booked as either single stalls with a 6 x 3 table. Double stalls can also be booked. Please note space is very limited so if you wish to have rails or additional display elements beyond your table you will need to discuss this with the event organiser and may need to have a double stall.

6 b/ Wall spaces are limited, however you can request a backing board for display at the time of requesting your table. c/ If you need a power point you must specify this at the time of requesting your table. d/ All electrical items used on your stall must be PAT tested. SECURITY a/ On the day of the Fair stall holders are responsible for the security of their items. The British Red Cross will accept no responsibility for lost, damaged or stolen items at the Fair. b/ Any items left on site overnight are done so at the stallholders own risk. LOADING & PARKING a/ Get in times are very limited and all stall holders are required to drop off their stock on the evening of Tuesday 24 November between Stallholders will be allocated a time on a first come first served basis and each stall holder has a maximum half hour slot to unload. The British Red Cross will provide staff to help you as much as possible with unloading your stock. b/ Get out will be allocated on a first come first served basis. Once you have packed up your stall you must let an organiser know who will then ask you to bring your stock to the loading area at which point you can go and collect your car. As there are no car parking facilities, cars will not be allowed into the loading area until an organiser has agreed the stock is ready to go. c/ Car parking is limited at the Town Hall however the British Red Cross will endeavour to negotiate discounted rates at local car parks. Unfortunately

7 we cannot accommodate vans over 1.9m, in this instance stallholders should arrange their own parking. ACCOMODATION CATERING TIMINGS We are currently in the process of negotiating a preferable rate at a local hotel and we will offer this to all our exhibitors on a first come first served basis. The British Red Cross will have tea and coffee facilities available to stallholders and will also provide a light sandwich lunch if booked in advance. Tuesday 24 November 16:00 22:00 Each stallholder will be allocated a half hour slot to access Kensington Town Hall loading bay to drop off their stock. Wednesday 25 November 8:30 11:30 Stallholders to set up their stalls 11:30 12:00 Health and Safety risk assessment 12:00 20:30 Fair open to the public 20:30 23:00 Stallholder pack up and depart WIFI Kensington Town Hall have wifi access through BT Openzone (BT Openzone charge 10 p/d to non account holders) that will be available to stallholders to help with card payments. Please do bring provisions for alternative payment methods in the event of the wifi facilities being unavailable. IMPORTANT CONTACTS Event organiser: Jessica D Arcy, British Red Cross, 44 Moorfields, London EC2Y 9AL. T: / E: Venue: Kensington Town Hall, Hornton St, London W8 7NX. T: Charity Fairs Association: Manor Cottage, Main Road, Middleton Cheney, OX17 2ND T: E:

8 London Christmas Fair Wednesday 25 November 2015 Kensington Town Hall Application form Annex 1 Please return to Jess D Arcy: British Red Cross, 44 Moorfields, London, EC2Y 9AL or Thank you for your interest in the 2015 London Christmas Fair in aid of the British Red Cross. Please fill in the application below and return it with images or samples of your products and this will be considered by our committee throughout the year. Once a decision has made we will let you know either way. If you are successful in your application we will then invoice you for payment. Only once payment is received will your stall be secured. Item Cost Number requested 6 x 3 table / plot (inc. rails & shelving) x 3 table / plot downstairs or on the stage (inc. rails & shelving) Power point 0.00 Backing board 0.00 Notes

9 Name of Stall Lead Contact Name Address Telephone Mobile Website Twitter What do you sell What is your price range What Fairs have you most recently attended What is your average revenue from a one day event I would like to be described in the invitation as (10 words please) I guarantee to ONLY sell the following goods I will be bringing my own table AGREEMENT I declare that the information above is a true and accurate reflection of my stall and I hereby agree that if accepted as a stallholder at the London Christmas Fair 2015 I adhere to the rules and regulations as set out in the Guide and Regulations. Signed Date

10 London Christmas Fair Wednesday 25 November 2015 Kensington Town Hall Marketing form Annex 2 Deadline 1 September 2015, please return to Jess D Arcy, British Red Cross, 44 Moorfields, London, EC2Y 9AL or I REQUEST A5 Flyers I REQUEST Poster/s Please tweet (Follow us on and we will retweet any tweets you mention us in and we ask that you retweet any tweets we feature you in) I REQUEST (DO/ DO NOT) AN (ELECTRONIC/HARD COPY) (delete as appropriate) of your press release. (The organisational team do a huge amount of marketing, however if you have contacts at local newsletters, papers, companies staff s, websites then sharing our press release will increase footfall and ensure the event is as profitable for our stallholders as possible).

11 London Christmas Fair Wednesday 25 November 2015 Kensington Town Hall Advertising form Annex 3 Deadline 1 October 2015, please return to Jess D Arcy, British Red Cross, 44 Moorfields, London, EC2Y 9AL or The British Red Cross Christmas Fair is one of the most popular charity events in the South West London. Advertising in the programme will promote your company to a key South West London audience, making your stall stand out at the event and also encourage orders post event. Programme space order - Please select your advertisement size Space Height Width Rate Order (please tick) Back Cover / Inside Back Cover / Inside Front Cover Full colour 210 mm mm 1,500 Full page 210 mm mm 500 Half page 105 mm mm 250 Company Date Address Contact name Tel Contact name copy Tel

12 (re advert) Advertising is limited and allocated on a first come first served basis. Once you have completed and returned this form we will invoice you for payment. Artwork Specification Once your form has been received and your space has been confirmed you will need to provide us with your advertisement. You should also send a hard copy proof of your advert. The programme will be a high quality A5 size publication, printed in black, white and red (pantone 485). Only the cover pages (inside and out) are printed in full colour. Your advertisement should be sent as a high resolution artwork-ready PDF, which should be set at 300dpi and include crop marks and 5mm bleed where applicable.

13 London Christmas Fair Wednesday 25 November 2015 Kensington Town Hall Programme entry form Annex 4 Deadline 19 October 2015, please return to Jess D Arcy, British Red Cross, 44 Moorfields, London, EC2Y 9AL or Name of stall: 20 word entry for programme - include contact details if you wish:

14 London Christmas Fair Wednesday 25 November 2015 Kensington Town Hall Personnel form Annex 5 Deadline 25 October 2015, please return to Jess D Arcy, British Red Cross, 44 Moorfields, London, EC2Y 9AL or Lead name on the day: Personnel 1: Additional helpers: Personnel 2: Personnel 3: Double stall holders only: Personnel 4:

15 London Christmas Fair Wednesday 25 November 2015 Kensington Town Hall Logistics form Annex 6 Deadline 1 November 2015, please return to Jess D Arcy, British Red Cross, 44 Moorfields, London, EC2Y 9AL or Loading & Vehicles Access to the loading bay at Kensington Town Hall is between the hours of 16:00 22:00 on Tuesday 24 November. Loading times will be allocated on a first come first served basis as room is limited in the loading area. Please circle your preferred arrival and unloading time. 16:00 16:30 16:30 17:00 17:00 17:30 17:30 18:00 18:00 18:30 18:30 19:00 19:00 19:30 19:30 20:00 20:00 20:30 20: :00 21:30 21:30 22:00 Registration number/s Parking Please note that this year we are unable to provide discounted parking tickets for stall holders.

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