Trader Terms and Conditions

The Great Northern Food & Drink Festival (GNFDF)
Trader Terms and Conditions


Application and Payment Terms


Applications
Completed applications will be reviewed by GNFDF organisers on a case by case basis and we will email the Exhibitor to confirm whether the application is accepted. In the event of a successful application, a refundable £50 deposit is due to secure the booking.

A booking is only confirmed once GNFDF have accepted the application form and received the deposit.


Payment
£50 deposit payable within 14 days of pitch approval (starting from 31st March 2021)

Full and final payment will be invoices 8 weeks prior to the event and must be made in full by 6 weeks before the Event. In the event that full payment is not received prior to that date GNFDF reserve the right to cancel the booking without further notice and retain the full deposit or full pitch fee.

In the event of bookings made less than 6 weeks prior to the event, payment in full must be made at the time of booking. No refunds will be possible on a late booking.

 

Exhibitor Pitches
Outdoor pitches are space only and do not include any other furniture/gazebos, unless specifically agreed by GNFDF and paid for in advance.

Exhibitors are responsible for providing their own food preparation and cooking equipment such as: chiller cabinets, hobs, freezers, cleaning products, and kitchenware and hand-washing facilities. Exhibitors are also responsible for their own stands Covid 19 health and Safety signage, equipment and policies and must provide a copy of this specific element on a detailed risk assessment prior to event.

Exhibitors are not permitted to display signage or promotional materials and/or trade outside of their fixed pitch unless agreed by GNFDF in advance.

GNFDF will plan the layout of the event carefully in advance to try to satisfy the requirements of members of the public and Exhibitors alike. The layout of the event also has been planned in conjunction with current Covid 19 safety guidelines and social distancing requirements. The layout of the festival and specific pitch allocation can’t be altered on the day. Any specific requirements or pitch preferences must be requested at the time of booking.

GNFDF will ensure a variety of stalls with a mix of producers, food and drink types and crafts but cannot guarantee number of stalls per type or whether other stalls will be selling similar products as their secondary products.

Exhibitors must provide a list of their intended products for sale prior to the event and this will be detailed on their application. Exhibitors must stick to this product list during the event and must not sell products that haven’t been communicated to GNFDF in advance. Changes can be made to Exhibitors initial product list as long as this is done prior to the event and must be submitted in writing and will be subject to GNFDF approval. In the event that an Exhibitor attempts to sell anything not listed on their application form they may be asked to cease such sales and in extreme cases be removed from the event. GNFDF are not liable for any losses incurred as a result.

POWER, ELECTRICAL & GAS REQUIREMENTS
Electricity is available and is payable in advance at a cost of either £50 (16amp) or £75 (32amp) for the full 3 day event.

All Exhibitors are responsible for ensuring that they have their own food storage facilities in place to ensure all produce is kept within the required legal temperature ranges, throughout the course of the event.

All electrical equipment must be PAT tested and certificates visible with the dated test label clearly attached.

Due to the time of year the daylight hours for August are 06.00 to 20.00 therefore no lighting will be provided by the organiser during the festival, there will be some flood lights on the site however for breakdown.
Electrical power will be supplied according to the requirements set out in the Application Form. Reminder power to stands will go live at 09.00 on Saturday 26th July.

All marquees have to have fire retardant roof and side covers. All fire certs to be provided prior to the event (see more information regarding this on Checklist for Traders)

You MUST specify the power you require on your stand order form, if power is not pre ordered it will not be available on site

An inspection by the Health and Safety Officer will take place Saturday morning.
All electrical equipment and LPG equipment will be checked and no trader is able to commence trading before then. Anyone failing to produce relevant documentation will not be able to use this equipment. Full inspection of public liability, hygiene certificates, local EHO registration and individual risk assessments will be required by the organiser for each trader. If these are not in order we cannot allow trading until all documents are on file. These MUST be supplied in advance.

All traders MUST ensure any electrical equipment on their stall has been PAT tested and carries the appropriate sticker.

Any traders using LPG must have their equipment covered by a current Gas Safety Register test, and have a fire extinguisher on their stall which is a minimum size of 6kg/6litre and has been tested within the last year.
All gas cylinders MUST be removed at the end of the festival
All cylinders must be clearly marked with your name and contact details.
The gas cage is located by the generators, ask a member of our team for its exact location on site. Your LPG canister must have properly fitted and working crimped gas hose fixings. Jubilee clips or similar will not be acceptable. Without the correct crimped gas hose fixings you will not be permitted to use your LPG canister.
No naked flame is permitted for cooking, other than LPG (Liquid Propane Gas).
Only silenced diesel generators are permitted.


Staff Passes & Parking
Once on-site please register with a member of the GNFDF team and collect your staff passes which will give you and your staff access for the duration of the event.
Free parking will be supplied for all traders at Scampston Hall. Details amd map to be provided prior to the event. Please display your issued vehicle pass when using this car park.

Traders selling alcohol must by Law display a sign stating measures of drinks and prices, and a sign prohibiting the purchase of alcohol by under 18s. Traders have a duty of care to ensure that alcohol is not sold to anyone under 18 years of age

 

First Aid
Stallholders are required to provide their own first aid kit. Any additional necessity for First Aid will be provided by the St Johns Ambulance who will be located at designated spots throughout the festival. Please contact the Festival organisers in the event of first aid emergencies and also where applicable the emergency services. GNFDF will record all accidents, incidents and near misses; all traders must report any accidents, incidents and near misses to the Health and Safety Manager. Emergencies
In the event of an emergency evacuation of the area, traders will be instructed on the course of action by security. In the case of a fire please make safe your area if safe to do so and then follow the stewards instructions to safety.

HEALTH & SAFETY INFORMATION
The contents of this section act as a guide only and are not intended to be a complete statement of law or other regulations. GNFDF are committed to providing, maintaining and promoting the highest standards of Health, Safety & Welfare at all of our events.

All Exhibitors are required to provide copies of their Food Hygiene Rating and certification to GNFDF. This documentation will be provided once application has been approved.

The local Environmental Health team may attend without prior notice. Spot checks will also be carried out by GNFDF at every event. Written Food Safety Management Procedures are required by law and must be available for inspection by GNFDF and licensing authority staff at all times.

Should an Exhibitor fail to demonstrate Food Standards and Hygiene Practises to a level acceptable to any Environmental Health officer in attendance and/or to GNFDF, may result in the Exhibitor being removed from the festival. In this circumstance, no refund will be given and any losses incurred by the Exhibitor shall be the sole responsibility of the Exhibitor.

All exhibitors and contractors at the show are expected to ensure that they provide a safe place and system of work, as is their legal duty under HASAW 1974.
Successful safety management requires the commitment, involvement and co-operation of all those on-site at an event.


The Health & Safety at Work Act 1974
This is the legislative foundation for all workplace Health & Safety Regulations. There are a number of areas of the Act which are of particular importance to the management of contract work:

  • Provision and maintenance of safe plant and safe systems of work
  • Safe handling, storage, maintenance and transport of work articles and substances
  • Provision of information, instruction, training and supervision
  • Provision of a safe place of work with safe access and egress
  • A safe working environment with adequate welfare facilities


These must be maintained for exhibitors, contractors and employees of ANY company working within any premises hired by GNFDF.

  • Places a general duty on employers to ensure the health and safety of people who may be affected by work activities but who are not employees; this includes contractors, temporary workers and visitors on site.
  • General duties of persons concerned with premises to persons other than their employees.


The Management of Health and Safety at Work Regulations 1999
These require additional action to be taken in order to ensure compliance. Namely:

  • Requires suitable and sufficient risk assessments to be completed, all significant risks must be identified with suitable and sufficient control measures put in place.
  • Appointment of competent persons in health and safety
  • Establish and implement emergency procedures
  • Co-operation and co-ordination in shared workplaces
  • Provision and sharing of information

In addition you should ensure that you meet and where possible exceed the expectations of our health & safety guidelines, making all efforts to ensure compliancy with reference to but not exclusively the following:

  • Food Safety Act 1990
  • Food Hygiene Regulations 2005
  • Food Hygiene Regulations 1996 (market stalls & delivery vehicles)
  • Food Hygiene Regulations (amendments) 1990 & 1991
  • Management of Health & Safety at Work Regulations 1992
    The contents of this section act as a guide only and are not intended to be a complete statement of law or other regulations.

 

TRADER HEALTH & SAFETY OBLIGATIONS
GNFD Event Operations Manager will be inspecting the set up of each stand; in addition to that an inspection will be carried out by an H&S inspector. All electrical equipment and LPG equipment will be checked and no trader is able to commence trading before they have been inspected. Anyone failing to produce relevant documentation will not be able to use this equipment. Full inspection of public liability, hygiene certificates, local EHO registration, gas safe certificates (if using gas) and PAT certificate (if using electrical appliances) will be required by for each trader. GNFDF will keep this documentation on site for any inspecting officer to see. You may also be visited by Trading Standards, EHO’s and/or SC Safety team during trading time. As an exhibitor, you have a legal duty of care for the safety of anyone who may be affected by your activities. You are ultimately responsible for all aspects of safety on your stall during the build up, open period of the festival and during the breakdown. Where you contract out the building and finishing of your stall you are still vicariously responsible for the activities of your contractors. It is your responsibility to ensure you have completed the relevant Health & Safety forms and documents, as described below:

  1. All exhibitors must complete the Health & Safety Declaration
  2. All exhibitors must complete a Risk Assessment for their stall.
  3. All traders must send their vehicle details to their traders account on the GNFDF website and also email a copy to emmy@greatnorthernfoodfestival.co.uk


Health & Safety Do’s & Don’ts

Accidents
Please report accidents or ‘near misses’ to the organisers.

Alcohol & drugs
Any person found to be under the influence of alcohol or drugs will be asked to leave the site immediately.

Electrics
All electrical installation work must be undertaken by the official electrical contractor unless it has been pre-fabricated off site and has a current in date PAT test certificate

Fire Extinguishers
If you are cooking on your stand you are required to have available your own fire extinguisher suitable for the fire risk. All traders are responsible for providing their own fire extinguishers. In addition we will require proof of maintenance and inspection by a competent person within the past 12 months and any LPG must be covered by a current gas safety register certificate

Ladders
Use the right ladder for the job, fix at a 1:4 angle – be aware of the Working at Height Regulations – Contact the organisers for further advice. Manual handling Think before lifting / Stand as near to the object as possible / Bend your knees / keep back straight / Grasp the load firmly / Lift with your legs / Hold the load closely to the centre of your body.

Personal Protective Equipment (PPE)
Wear the right clothes & shoes for what you are doing and the environment you are in.

Rubbish
Don’t keep it stored on your stall – it’s a fire hazard. Contact the organisers for disposal.

Staff
Make sure your staffs are briefed properly in regards to all health & safety guidelines within this document.

Vehicle movement
Be careful when you arrive & are unloading – If required please see the organisers for assistance

Unusual features
Contact the organisers if you are having a water feature, massage, any special effects, anything that causes excessive heat or light, animals.

Working at Heights
If you are working at height then do ask for our guidance notes on Working at Height Regulations 2005.

Young persons Under 16’s are NOT permitted during build up and breakdown.

Food, Safety & Hygiene  – HACCP (hazard analysis of critical control points)

Food exhibitors are responsible for observing the strictest food hygiene practice. All food exhibitors are required to complete a HACCP (Hazard Analysis & Critical Control Points) form and a Health and Safety sign off form. All exhibitors should ensure they have a small receptacle with water for washing hands at their stalls and that all food handlers wear appropriate protective gloves and carry disinfectant hand gel.

Food sampling must be carried out in such a way that customers do not touch the food that other people will eat, in order to minimise the risk of cross-contamination. The guidance below should be followed:
Food should be placed to be sampled where the exhibitor can see it and therefore supervise customers.

  • Customers should not be allowed to sample from food held as stock.
  • If possible, samples should be offered from plates or small bowls. However, large bowls or piles of food for sampling should be avoided to minimise the risk of customers putting fingers into the food.
  • The use of breakable cocktail sticks is not permitted.
  • If food items such as biscuits are being used to take sample food from dishes / bowls only items that will not break off into the sample must be used (to prevent customers putting fingers into the food to retrieve the biscuit)
  • Customers should not be allowed to “double dip” biscuits, sampling sticks etc.
  • Bowls, dishes or plates should not be topped up unless they have been properly cleaned after use.
  • Customers should be directed as to where to place any discarded items, such as sample sticks and stones from food.
  • Different containers for food and waste should be used to help avoid confusion by customers.


Licenses & Training

Documentation
Exhibitors are responsible for submitting all requested documentation to GNFDF within 30 days of the confirmed booking. Full details of what paperwork, certificates, licences etc. we require will be sent to the exhibition upon confirmation of successful application. In the event that such paperwork has not been received by GNFDF within that timeframe, GNFDF reserve the right to cancel the booking and no refund will be due to the Exhibitor.

Training
All food handlers must have received training to a level commensurate with the food handling that they are involved in. Therefore the level of training required for a Chef cooking high-risk food will be higher than for an employee just selling wrapped low risk products such as sweets.

Food Handling Certification
Any company proposing to sample or retail food, drink or ice must inform to the Organisers that at any time on their stand there will be present at least one member of staff holding a Basic Food Handlers certificate or equivalent approved qualification.

It is a legal requirement that each stall where food is sampled / retailed must include one member of staff who holds this certificate or equivalent; copies should be made available to the Organisers Office upon request. For your reference, the definition of a Food Handler is “any person involved in a food business who handles or prepares food whether open (unwrapped) or packaged”. For these purposes, ‘food’ includes drink, ice and confectionary.

Food Safety & Minimum Standards
All food preparation, cooking and dispensing operations must comply with current legislation.

Food: Risk Assessment
All food businesses need to carry out a hazard analysis approach. This means that businesses must look at each stage in their operation from the moment they purchase food to the point where it is sold or sampled. At each stage the business needs to consider the hazards, the controls needed to eliminate these hazards and any monitoring that is required to demonstrate that the controls are in place. It is the duty of the food operator to be able to demonstrate that this process has been undertaken by way of regular procedures to verify that the above measures are being acted upon and establishing documents and records commensurate with the nature & size of the food business to demonstrate the effective application of the above measures. Further information can be found by visiting: www.food.gov.uk/foodindustry/regulation/hygleg/hyglegresources/sfbb/sfbbcaterers/

Kitchens & Stands Processing & Serving
Food All stands serving or preparing food must comply with the stand fitting regulations and be enclosed with a 15 minute fire-resisting construction. Any area which exceeds 6m in either length or breadth, they must have two separate exits, sited remotely from each other. Unenclosed cooking arrangements may be considered and is subject to written approval from the venue. Stalls may not be used to process or serve food if they are in poor sanitary condition or in such a condition as to expose food to risk of contamination. Stalls / kitchens / food preparation and dispensing areas must be in good order and repair to enable them to be cleaned easily and properly. Therefore all the surfaces likely to be soiled during the event should be at least sealed covered or gloss painted. The kitchen / food preparation area must be of adequate size to meet the potential demand put upon it and should include adequate storage (refrigeration and ambient) and water and waste facilities.

Equipment
Any equipment, including food containers, which is likely to come into contact with food must be kept clean and be constructed of materials that are not absorbent and can easily and properly be cleaned.

Deep Fat Fryers
Deep fat fryers shall be located on stalls so as not to endanger anyone in case of flashover or positioned so that rain water cannot fall into them. Except for tabletop-type domestic fryers, they must be provided with thermostatic controls which will cut out at 200°C to prevent overheating of the oil and subsequent flashover. All fat fryers, including table top fryers, shall be guarded with suitable, protective shields when positioned in close proximity for visitors and shall be installed and operated in accordance with the relevant standards. If you are using a deep fat fryer then you are required to provide an AFFF Fire extinguisher and be competent in its use.

First Aid Equipment
Each stall where open food is handled, prepared or dispensed, must be provided with a supply of blue, waterproof plasters and bandages. Where staff is employed to operate the business, the higher standard of first aid box, complying with the Health & Safety (First Aid) Regulations 1981 must be provided, or other suitable arrangements made.

Fire-Fighting Equipment
If you are cooking on your stand you are required to have available your own fire extinguisher suitable for the fire risk. All traders are responsible for providing their own fire extinguishers. In addition we will require proof of maintenance and inspection by a competent person within the past 12 months and any LPG must be covered by a current gas safety register certificate

Food Safety
All preparation, handling and distribution of food for sale or supply must be carried out in a hygienic manner. Any foods likely to support the growth of pathogenic micro-organisms or toxins should be maintained at a temperature of 8°C or below. Cooked food which is kept hot must be kept above 63°C. Reheating of cooked food must be carried out at a temperature of at least 75°C. Frozen food must be kept at -18 °C or below. Refrigeration temperatures must be measured with a suitable thermometer and recorded daily. All food on a stand must be protected from risk of contamination likely to render the food unfit for human consumption, injurious to health or contaminated in such a way that it would be unreasonable to expect it to be eaten in that state. Any food which is unfit for human consumption, unsound or unwholesome, must be kept apart from any other food and labeled “unfit food”. Open foods must not be placed less than 18inches (45cm) from the ground.

Personal Hygiene
All food handlers working with open food must:

  • Keep their hands clean
  • Keep their clothing clean
  • Wear clean and washable over-clothing
  • Keep personal clothing out of areas where open food is handled, unless it is stored in an appropriate accommodation (e.g. lockers / cupboards)
  • Cover all cuts etc with a blue waterproof dressing
  • Not spit or smoke whilst handling food or while in a room containing open food
  • Not wear jewellery (including necklaces and piercings) other than a plain wedding band
  • Not handle open food when suffering and within 48hrs of suffering from gastroenteritis, dysentery, any infection, boils or septic cuts etc likely to cause food poisoning.


Washing Facilities
It is the responsibility of each exhibitor to assess the extent of their operation and ensure that adequate, suitable and sufficient washing facilities are provided in conjunction with their operation. The washing facilities required are determined by factors such as the public health food safety risks posed by the operation, the scale of the operation, types of food, equipment used, types of serving container (disposable / reusable) etc. Where the sharing of facilities is proposed, exhibitors must liaise with each other and the Organisers prior to the event in order to ensure that the overall provision of facilities adequately services all exhibitors when operating at maximum capacity. Hand washing facilities should not be further than 3m from any preparation area. Facilities for hand washing, food washing and equipment washing should be labeled as such with a suitable notice.

General
The stallholder agrees that it will not hold GNFDF Ltd liable for any losses, injury or damage to it or its equipment that is incurred consequent to its activities at the festival.
The stallholder accepts and agrees that GNFDF will not be held liable for its volume of trade at the event.
Security will be provided during the event.
GNFDF will not be responsible for any cash.
GNFDF holds public liability insurance but this does not cover the stallholder’s own stock, cash, contents, employees’ insurance etc.
Lost/ Found/ Children / Vulnerable Adults should be reported to Festival Manager and taken to the designated Lost Children / Property days Stand. See location on map  OR keep them safely at your area and get a member of your team to contact a security steward or festival manager who will all be in radio contact with the organisers’ office and security.

Parking in the car park is at the owner’s risk.

Exhibitor Wristbands must be worn at all times

Exhibitors must keep their stall area (and the immediate area surrounding it) tidy and clear of all rubbish. Exhibitors are responsible for disposing of their own refuse. Refuse and recycling points will be available at various locations across the event location. A £100 clean up fee may be charged if any exhibitor fails to dispose of their refuse in this manner or leave their rubbish anywhere other than as directed.

No Exhibitor shall be allowed to behave in any way so as to cause annoyance/risk of, and/ or actual damage/harm/ loss to GNFDF/members of the public/other Exhibitors.

All Exhibitors must remain trading during the event hours as specified in the application. No movement of vehicles will be permitted on site until the event is closed to the public.

Selling of goods by auction is not permitted at GNFDF. Any Exhibitor selling goods in this way will be asked to stop.

It is the responsibility of the Exhibitor to secure their own property during the event (and overnight if applicable) GNFDF do not accept any responsibility for theft, loss or damage incurred

 

Covid 19 cancellation policy
We understand that life at the moment can seem very uncertain and with lots of plans on hold however we are hopeful for 2021 and we’d like to reassure all our current and interested traders that we are offering our full support during your application, and in the event of festival cancellations due to Covid 19.

We will be communicating a 100% refund policy to attendees and traders should the event have to be cancelled or postponed due to the Covid 19 pandemic. 

This should ensure that attendees are happy to book tickets in advance as they have the confidence that a full refund will be issued in the event of cancellation or postponement

To minimise risks for traders and attendees we will ensure that we are flexible in order to protect the safety (both physically and financially) of all stakeholders, traders and attendees involved. We are in regular contact with local authorities and safety advisory groups and are following the location legislations and acting and planning accordingly.


Data Protection Statement

The information which you give when completing your application form will be used in accordance with current the Data Protection Act 2018 (correct at the time of printing) and for the following purposes: to enable the organisation to create an electronic and paper record of your application and to enable the application to be processed. Your company’s business contact details will be viewable on the GNFDF website. Other than publication of your business contact details on our website, your personal and/or business data will not be passed on to anyone else. Any information will be kept securely, and will be kept no longer than necessary. For our full privacy policy please see our website, or contact the office to provide a hard copy.