Trading/Catering at Beyond the Border 2016

Transcription

1 Trading/Catering at Beyond the Border 2016 About the Festival Beyond the Border Wales International Storytelling Festival will take place in the beautiful setting of St Donats Castle, Vale of Glamorgan, CF61 1WF from 1-3 July Over 2000 people attend this 3 day event (Friday evening - Sunday evening inclusive), with 10% International visitors, 50% from Wales (including Day visitors) and 40% from the rest of the UK. The audience are lovers of the arts and of storytelling and world music particularly. Many of them also have a particular interest in environmental issues - there is an environmental conference element within the festival. They include families, but also couples and individuals with no particular age demographic dominating the mix. The site is predominantly a greenfield site, in a rural location, so visitor spend is heavily concentrated on Festival traders. Applying to Trade at Beyond the Border 2016 Beyond the Border is run by an independent organisation (Beyond the Border Storytelling Festival Ltd) a registered charity created to take the Festival into the future. We want to build on the successful relationship the festival has with existing traders, and establish new ones. We have a limited amount of space available, and given our audience size, we will often award exclusive trading contracts (just one ice cream seller, just one burger stall for example). We also regard our traders as enhancing the atmosphere of the festival, and in the case of some caterers providing space for our guests to rest between performances. We are particularly interested in: visual appeal of the site - what does your trading tent or vehicle look like connection to our themes - does what you offer link to any of the following: Celtic legend, particularly the Mabinogion, Indian culture, blacksmithing and metal-working, ancient Greece. connections to Welsh culture/wales - (particularly locally sourced ingredients to food) enhancing our economic impact (i.e. if you are based in the Vale of Glamorgan or in Wales regardless of the cultural connection) provision of wet weather cover (food/drink traders only - do you have undercover seated space) Who can apply We have three types of trader: Caterers - meals to be eaten on site (please refer to section A below) Non-food Trade Stalls, including those selling goods, artists makers selling their own goods (please refer to section B below) Food Trade Stalls - food producers selling snacks, tea and coffee that can be consumed on site (please refer to section C below) Health and Safety We require all traders and caterers to have the following: Public and Products Liability Cover (5 million) (please include a copy of certificate with bid) A Risk Assessment for your site/activity 1

2 Additionally you may need to provide: Food Hygiene Certificate Structural Plan with Wind Speed Tolerances if you trade from a temporary structure of a certain size No Dogs on the Festival site or Camp site. Tidiness: We expect sites to be left well cared for, and waste and recycling to be properly disposed of. Every pitch will be inspected once it has been cleared. Traders will be issued a Traders pack which will provide more detailed information on recycling and waste disposal. Waste Water Please note that grey / water must be disposed of using the waste water disposal points. Under no circumstances must grey/waste water to be tipped on to the ground or into the any watercourse. Section A: Caterers A core pitch will offer: space dimensions as submitted by you (be sure to include space for ropes etc) space if necessary for a storage vehicle in a designated area on site (no vehicles other than serving vehicles on site during the festival) a single 16 amp electric hook up, provided as either a single 13amp domestic plug or a 16amp external plug. (3kw power) Use of a shared fresh water standpipe and access to grey water disposal. Two trader passes (no/limited access to performances) space on the camp site for your sleeping accommodation (please let us know if this is tents or vehicles). Fees for caterers 790 ( 200 deposit) We offer fixed discounts for the following - apply any or all which are relevant to you: Based in Wales: 100 Based in Vale of Glamorgan: an additional 100 Returning trader: 50 Provide Covered Seating Area: depending on size. Additional charges apply for the following services: Second 16 Amp supply 30 Water Hook Up: 40 There is also an option of Festival Campsite Catering (Teas and Coffees possibly with Cakes and Bacon Sandwiches offer) - we ll discuss this separately with Caterers that might be interested and fee structures will be different. 2

3 Section B: Non-food trade stalls A core pitch will offer: A trading area, in either the main marketplace marquee or in an individual covered stall. A standard single pitch will be 10ft x 10ft. please give details on your application if you need more space. Space if necessary for a storage vehicle in a designated area on site (no vehicles other than serving vehicles on site during the festival) A single 16 amp electric hook up, provided as either a single 13amp domestic plug or a 16amp external plug. (3kw power) Use of a shared fresh water standpipe and access to grey water disposal. Two trader passes (no/limited access to performances) Space on the camp site for your sleeping accommodation (please let us know if this is tents or vehicles) If you require additions to the core pitch - direct water connection, greater power, additional passes or passes you must specify this on the bid form. Notes: We do not provide trestle tables or chairs so please bring your own. Trader passes do not allow access to performance venues. We can offer discount rates for Festival tickets if your team wish to buy full tickets. Fees for non-food traders: 250 ( 100 deposit) Discounts - apply any or all which are relevant to you: Based in Wales: 50 Based in Vale of Glamorgan: an additional 50 Returning BtB trader discount: 25 Additional charges apply for the following services: Second 16 Amp supply 40 Water Hook Up 40 Section C: Food trade stalls A core pitch will offer: A trading area, in either the main marketplace marquee or in an individual covered stall. A standard single pitch will be 10ft x 10ft. please give details on your application if you need more space. Space if necessary for a storage vehicle in a designated area on site (no vehicles other than serving vehicles on site during the festival) A single 16 amp electric hook up, provided as either a single 13amp domestic plug or a 16amp external plug. (3kw power) Use of a shared fresh water standpipe and access to grey water disposal. Two trader passes (no/limited access to performances) Space on the camp site for your sleeping accommodation (please let us know if this is tents or vehicles) If you require additions to the core pitch - direct water connection, greater power, additional passes or 3

4 passes you must specify this on the bid form. Notes: We do not provide trestle tables or chairs so please bring your own. Trader passes do not allow access to performance venues. We can offer discount rates for Festival tickets if your team wish to buy full tickets. Fees For Food Trade Stalls 350 ( 100 deposit) Discounts - apply any or all which are relevant to you: Based in Wales: 50 Based in Vale of Glamorgan: an additional 50 Returning BtB trader discount: 25 Additional charges apply for the following services: Second 16 Amp supply 40 Water Hook Up 40 Trading and Catering - Terms and Conditions Definitions You refers to the applicant detailed on the application form, and includes any employee or contracted staff of the applicant involved with the festival. We and Us refers to Beyond the Border Storytelling Festival Ltd and its contracted staff. You must ensure all your staff are aware of their responsibilities as set out by these guidelines Times The Festival Site is open to the public during the following hours: From 6pm until midnight on Friday 1 July From ten until midnight on Saturday 2 and Sunday 3 July. You must not be open after the closing time on each day. Packing your pitch promptly after the festival is advised. It will not be possible for you to stay overnight on Monday 4 July. Electricity The site electrician will meet you shortly after your arrival to arrange your mains connection (if you have requested an electrical supply). This will include a brief inspection of your equipment, which must be suitably safe. Connection is made via 16 Amp (CEE form) connectors, in keeping with current practice for outdoor electrical supplies. Please indicate what power requirements are needed on your application form. Please note there will be a surcharge for any extra electrical connection required as stated on the application form. PLEASE NOTE: NO PETROL GENERATORS ARE ALLOWED ON SITE. IF YOU CHOOSE TO USE A DIESEL GENERATOR RATHER THAN THE SUPPLY ON SITE, YOU MUST HAVE ELECTRICAL CERTIFICATES FOR YOUR EQUIPMENT. 4 Water Fresh water standpipes are installed locally to your stall. Please keep the areas around standpipes clear for everybody to use. If you require additional water supply facilities directly to your stall, please inform the Event Management team. Waste All waste must be bagged and taken to the skips in the service area. Do not dispose of any waste in the wheelie bins dotted around the site, which are for the use of the public only. Do not leave any waste on your pitch when you leave. BEYOND THE BORDER IS COMMITTED TO REDUCING LANDFILL PLEASE SEE CATERERS BIODEGRADABILITY STANDARDS Wastewater tanks are located near to your stalls, please ensure that all waste water is deposited in these tanks. DO NOT TIP WASTE INTO THE STREAM OR ON TO THE GRASS. Gas All gas canisters must be stored in a secure cabinet located in the production compound and canisters in use must be chained to a secure position so that they cannot fall over. Therefore, ensure that any canisters you bring are labelled with your company name. You must supply a gas certificate for any gas-powered equipment that you will use on site. Beyond the Border Storytelling Festival Ltd: Company No: Registered Charity: Personal Conduct Beyond The Border is a family event. All persons in

5 attendance, are expected to conduct themselves accordingly. Any persons exhibiting serious or repeated anti-social behaviour will be asked to leave without hesitation. The consumption, possession or supply of illegal and/or controlled substances is not tolerated and you will be required to leave the site. Dogs NO DOGS ARE ALLOWED ON THE FESTIVAL SITE OR CAMP SITE. Local Kennels No Vehicles and Camping You will not be able to move vehicles on the festival site during the open times of the festival. This will be usually from one hour before the event and approximately 45 minutes after the event closes to the public. Due to space limitations there is no access behind or adjacent to your stall for storage vehicles and/or accommodation vehicles. A secure area will be made available for catering storage vehicles only. A power supply can be provided for refrigeration equipment. Please indicate on your application form if you require an extra power supply for your storage vehicles. Site staff will be on hand to assist in the moving of stock from the refrigeration storage area to your stall. There is no camping allowed on the event field. Traders and Caterers may camp for free on the main campsite. remainder payable by 1 May Should you be unsuccessful we will return your deposit to you. Once your booking is confirmed, should you withdraw, your fees will not be refunded. The Production Manager will contact you in due course to confirm details, arrival times etc. BiBiodegrability Standards The Board of Beyond the Border Festival wish to make the Festival as environmentally sustainable as possible. In 2014 no waste was sent to landfill. We will be doing our part in this by providing clearly marked recycling and compost waste facilities alongside general waste, and by encouraging audiences to use them. However, caterers can make the single biggest impact on this area for a festival, and so we are implementing the following rules. T P Polystyrene There will be no use of polystyrene in products that are used by customers. If bringing polystyrene on site for other purposes is unavoidable (i.e. within refrigeration containers) the caterer must take it away with them and dispose of it themselves. Access and Passes Beyond the Border will provide all Caterers and their staff with wristbands and vehicle passes in order to access the site as necessary. The Passes will not grant you access to any of the venues. Should you or any of your staff wish to purchase tickets, please contact the Box Office on , or in person on the campsite. Health & Safety We require you to supply us with a copy of your risk assessment, your public liability insurance certificate and a copy of any structural calculations for your stall, indicating wind speed tolerances. You must make sure that your equipment and working practices are as safe as practically possible, and that the due process of risk assessment and documentation has been undertaken in regard of your operation. Ultimately we reserve the right to terminate your operation should we feel it presents an unacceptable level of risk to attendees. Hand Wash and Caterers Toilet Facilities In line with current regulations you are responsible for the provision of suitable hot hand washing facilities in your stall. Please indicate on your application form if you require the event organisers to supply you with these facilities. Toilet facilities for use by only catering staff will be provided. Please ensure that all your staff use these facilities rather than the main public toilets. Fees The pitch deposit is payable on application and the 5 Plastic The amount of plastic in use will be strictly limited in catering, and should be minimised in terms of plastic bags used for non catering goods. Drinks sold in plastic bottles are acceptable if it is recyclable plastic, but glass bottles are preferred. The exception to limiting plastic is plastic glasses. Glasses returned to caterer and washed are ideal, however plastic glasses are the recommended disposable alternative. (The reason for this is corn starch glasses tend to be disposed of wrongly by the public and contaminate plastics recycling, and they do not make good compostable items either so can only go to landfill). Any stock containers that are plastic must be carefully sorted and recycled, not dumped in general waste. Single Use Bags If you give out single use bags to customers to carry your goods whatever their material the law states you must charge 5p and donate it to charity or environmental causes So long as you have less than 10 employees you do not need to report these sales to Welsh Government Beyond the Border is a registered charity, and will be happy to take your 5p funds, equally, you may retain them and give to a charity of choice if you prefer.

6 We will be advertising on our website to encourage festival goers to bring reusable bags for their purchases. Biodegradable Products (most relevant to caterers) Any disposable items given to customers should meet BSI biodegradability standard BS EN 13432:2000 We imagine most of you will be working towards these standards anyway as festivals and local authorities alike are adopting them more and more frequently. However our colleagues in Waste Management have provided a list of 5 companies that specialise in this area. (You are not obliged to use these companies, this is just to help any of you who may need to source supplies) /1/compostable_palm_leaf_tableware/ o.uk/ These guidelines form an integral part of our Traders and Caterers Terms and Conditions. If they pose any issues for you please contact us early to discuss possible solutions amymorgan@beyondtheborder.com or