Terms and Conditions for Market and Food Traders - SGP 2022
Please read the following Terms and Conditions carefully. They will apply to all traders who are invited and accept to trade at Secret Garden Party 2022.
Definitions
1.01 The terms ‘you’, ‘your’ and ‘trader’ refer to the individual(s) or entity on the application form.
1.02 The terms ‘SGP’, ‘Secret Garden Party’, ‘Backwoodsman Ltd’ and ‘we’ refer to the festival organisers.
1.03 The term ‘market trader’ refers to a trader who sells goods or services that do not involve the preparation or handling of food or drink.
1.04 The term ‘food trader’ refers to a trader who sells food or drink.
Payment
2.01 Payment for the pitch, including any charges for water, power and other extras, must be paid in full by bank transfer to Backwoodsman Ltd by Friday 25th March 2022. If payment is not received on time, the pitch will be offered to another trader.
2.02 All traders are required to pay a litter bond which must be received by Friday 25th March 2022. This will be refunded within 14 working days of the festival provided the pitch is left tidy and in good order at the end of the show. Please ensure that you see your market manager before departing from site. If your pitch is not signed off by the market manager as having been left tidy and in good order, Backwoodsman Ltd reserves the right to retain all or part of the bond. Backwoodsman Ltd will use reasonable endeavours to settle any disputes in respect of litter bonds within 30 days.
Insurance
3.01 You must hold Employers’ Liability insurance from an authorised insurer with a limit of no less than £10,000,000. Your Employers’ Liability insurance must cover all of your workers, whether paid or voluntary, for at least the duration they are on site or otherwise working on the show. You must display your Employers’ Liability certificate or make it available for inspection on demand.
3.02 You must hold Public Liability insurance from an authorised insurer with a limit of no less than £5,000,000 to cover any hazard or loss caused by you at the festival.
3.03 You must also hold Product Liability insurance from an authorised insurer with a limit of no less than £5,000,000 to cover any compensation claims relating to injuries or property damage caused by products you supply at the festival.[SS1]
Losses
4.01 By accepting these Terms and Conditions, you acknowledge that SGP, its shareholders, directors, nominees, employees, officers, agents, partners and sub-contractors are not responsible or liable for:
• any financial losses incurred by you;
• any loss of or damage to your equipment, goods or personal belongings;
• any injury to employees or staff working for or connected to you;
save that nothing in this agreement limits any liability which cannot legally be limited, including personal injury caused by negligence.
We recommend that you insure your property against any form of damage.
Traders need to ensure that their stall is sturdy enough to withstand adverse weather conditions and is secure.
On Site
5.01 There are a limited number of passes available for your staff. You will be informed of the exact number in your confirmation letter. Details of your staff need to be entered onto our online ticketing system in advance of the festival date. You will be advised of your login details for our online system and more about this process in June, provided that your pitch fee has been paid and valid documentation has been received.
5.02 Traders are responsible for the actions and behaviour of their staff. Should SGP deem any trader’s staff member’s behaviour as inappropriate, illegal, foul, criminally damaging to property or offensive, that person will be removed from site and your trade stall may be prohibited from trading at Backwoodsman Ltd events in future.
5.03 Traders may not sub-contract any part of their stall without clear written permission. To do so may mean you will be asked to cease trading and may be prohibited from trading at Backwoodsman Ltd events in future.
5.04 Access to the site is as follows unless granted clear written permission to arrive at a different time. We understand that some venues take longer to get ready and will take this into account.
Food Traders / Caterers and any Micro venues:
10am - 7pm Monday 18th July
10am - 7pm Tuesday 19th July
10am - 1pm Wednesday 20th July
Non-food traders:
1pm - 7pm Tuesday 19th July &
10am - 4pm Wednesday 20th July
5.05 All traders must arrive at the designated time and certainly by 4pm on Wednesday 20th July. No traders will be sited after 7pm.
5.06 Food inspectors will be making their rounds to inspect your stalls. After inspection food traders will be awarded one of the following:
● A green card indicating the stall has passed inspection and can now trade.
● A yellow card indicating that you may trade but need to improve some aspect of your
stall.
● A red card indicating that the stall may not open until significant improvements are
made.
Red, green or yellow inspection cards must be clearly displayed within the food stall at
all times.
5.07 Set up and trading hours:
● Food traders must be set up as for trade by 10am on Thursday 21st July. This is to ensure your premises are available for inspection as mentioned in point 5.06.
Non-compliance with this deadline time may result in a fine of £250.
● Market traders must be ready to trade by 11am on Thursday 21st July.
● Campsites open from 11am on Thursday 21st July and we aim to open the arenas by noon provided everything is in place and signed off by Health and Safety.
● Hours of trading are from 11am on Thursday 21st July until 11am on Monday 25th July unless agreed otherwise. It may be agreed that one or two food stalls may remain open for crew meals after 11am on Monday 25th July; all other food stalls must cease trading and close by 11am.
● Those who do not cease trading at the appropriate time may not be invited back to future events and will forfeit their litterbond.
● SGP organisers will use reasonable endeavours to ensure these times are adhered to by them but timings may change due to circumstances beyond our control.
5.08 We encourage you to provide seating outside your stall for festival goers. Please include this on the sketch of your stall so that we can site you appropriately.
5.09 Traders are allowed a maximum of one vehicle only (in addition to any serving unit) to remain static on site behind their stall. Please ensure that you have booked a large enough pitch to accommodate this vehicle. It will not be allowed to move until the site is clear of public - 1pm on Monday 25th July at the earliest.
5.10 A limited number of other essential trader delivery vehicles will be permitted access to site during set up or take-down. These deliveries must be agreed in advance. They must leave the site by 9am on Thursday 21st July and are not permitted to access the site again until the market manager has given approval on Monday 25th July.
5.11 Vehicles must move at a maximum speed of 5mph on site. Do not use your hazard lights but do use turning signals to indicate your direction. In the event of adverse weather conditions there may be a ban on vehicle movement until the ground is made safe. Trader vehicles breaking these safety rules may be fined or, in extreme cases, asked to cease trading and leave.
5.12 This is IMPORTANT enough to repeat: no trader vehicles whatsoever are permitted to move on site during live days, i.e. when the public are on site between 10am Thursday 21st – Monday 25th July. Any vehicles you may see moving will belong to contractors or crew given permission by SGP management in exceptional circumstances.
5.13 Any traders needing to leave the site to restock any goods that are not delivered by our locally sourced suppliers must transport the supplies on foot between the car park and the trade stall. If you are expecting a delivery item too large to manually handle, please notify the market manager before your trip. Consideration will be given to how the festival can help you. SGP does not guarantee that it can take large deliveries onto site during the show but will help where it can.
5.14 All food traders must use our locally sourced suppliers. Details to follow. Please see section 9 below about wholesalers.
5.15 Only traders granted written permission by SGP in advance may play music (other than a small radio or music player for their own use.) Noise must be kept to a minimum at all times. SGP reserves the right to order trader sound sources to be turned off AT ANY TIME. Unregulated noise pollution could have serious implications for the festival licence. Disregard for this may result in stalls being closed for the remainder of the event. No refund will be made in the event of pitch closure due to unauthorised sound systems.
5.16 You are offered your pitch on the strength of the products and tariffs listed on your application form and as detailed in the confirmation letter. The product list and tariff should be an accurate representation of what you intend to sell. In some instances, traders may be asked not to sell certain items to avoid clashes with other traders. If SGP discovers that you are selling products or charging tariffs not listed, we will ask you to withdraw the items or return to the agreed tariff. If you refuse, SGP reserves the right to enforce closure of your trading operation.
5.17 Food traders are required to cap the price of a cup of tea at £1.50. Packaged water prices will also be capped at a price to be confirmed in due course. We request that you use only free-range eggs and Fair Trade tea, coffee and hot chocolate on site. If you wish to sell packaged water it must be purchased through SGP. Details of this will be circulated to all traders in due course. All disposables must be eco friendly. Please do not use individual sauce / condiment sachets.
5.18 Traders are not allowed to bring animals or pets onto site. Any animals or pets found will need to be removed at the owner’s expense.
5.19 Traders are required to keep the area 10 meters in front of their stall and the entire pitch tidy and free of rubbish. Please supply an appropriate number of waste bins for the use of customers using your stall. You must ensure that all waste generated by your stall is placed in the appropriate recycling bins provided. Please notify us of any unusual requirements.
5.20 Care should be taken not to cause any damage or changes to the site or to any of the fittings, equipment or any other property belonging to the site, to SGP or any of our contractors. You will be required to pay for any damage you cause, including accidental damage. This cost may include transportation and labour costs incurred.
5.21 Traders must ensure that their pitch has been left tidy and in good order. A designated representative of SGP must inspect your pitch and deem it sufficiently tidy and in good order before you leave the site. Any cost for cleaning / tidying your pitch will be charged to you from your litter bond.
Fire Safety / Gas / Electricity / Water
6.01 All traders must comply with the Health and Safety at Work Act 1974 and associated regulations. Secret Garden Party Health and Safety inspectors will be carrying out random checks throughout the festival.
6.02 It is essential that those camping behind their stall leave clear access for fire lanes, communal toilets and water points.
6.03 Traders are required to have a 5kg dry powder fire extinguisher at their stall. Food traders must also have a fire blanket.
6.04 Traders must supply a completed fire risk assessment. SGP will send you a fire risk assessment template once your pitch is confirmed if you don't have one.
6.05 Only one spare cylinder of liquid petroleum gas (LPG) may be kept at your stall at any time. If you wish to store additional LPG cylinders, please liaise with the market manager in advance.
6.06 The market manager will provide you with contact details of an LPG gas supplier able to deliver to the site during the festival. You will need to confirm your requirements with them in advance.
6.07 Gas appliances must comply with relevant HSE regulations and must have undergone a Gas Safe check within the 12 months prior to the festival. Food traders must ensure that the Gas Safe registered engineer inspecting your appliances is qualified to check LPG and catering units. We suggest you check on the Gas Safe Register website (www.gassaferegister.co.uk). Should there be insufficient safety checks in respect of your gas equipment, a registered engineer will be called to verify your equipment. You will be liable for the cost on any on site testing.
6.08 Electricity requirements need to be detailed on the application form. There will be a charge for power. Food traders may have a minimum of 4KW (16A). Additional charges will be levied on site should your requirements exceed what you have applied for. This includes power to your living area and any live in vehicles behind your stall.
Traders need to supply their own cables and connectors bearing in mind a distance of c. 20m from the stall to the generator. It is essential that sufficient power to run your stall is requested in advance.[SS2]
6.09 Electrical equipment and appliances must comply with relevant HSE regulations and must have undergone a Portable Appliance Test (PAT) safety check within the 12 months prior to the festival unless the item is under 12 months old in which case a purchase receipt for that item will suffice. A qualified electrical engineer must carry out the safety check. Each appliance requires a separate PAT certificate. When on site, should there be insufficient testing certificates for your electrical equipment, a registered engineer will be called to verify your equipment. You will be liable for the cost of any on site testing.
6.10 The pitch fee includes access to a supply of clean water. This will be in the form of a standpipe and tap to be shared with other traders. Traders are not permitted to have a direct feed from the communal tap. Direct feed water needs to be requested on the application form (see 7.03).
6.11 Traders are required to meet the Water Supply (Water Fittings) Regulations 1999. If any trader requires SGP to assist with these requirements, a quote can be provided.
6.12 Clear, legible, valid copies of your:
● Gas Safe Inspection Certificates
● PAT inspection certificates
● Insurance certificates
must be uploaded by June 20th 2022 through a link that will be supplied by us on confirmation of your application. All documents must be valid for the dates of SGP 2022. No applications will be fully confirmed without relevant documents.
Please do not upload out of date documents. Please wait until you are in possession of documents which are valid for SGP 2022.
Food Hygiene (caterers)
7.01 Food traders must comply with The General Food Regulations 2004, The Food Safety and Hygiene (England) Regulations 2013, and Regulations (EC) 178/2002 and 852/2004.
7.02 Traders are required by the Food Standards Agency and by law to state if their products include any of the 14 primary allergens, namely:
● Celery
● Cereals containing gluten – including wheat (such as spelt and Khorasan), rye, barley and oats
● Crustaceans – such as prawns, crabs and lobsters
● Eggs
● Fish
● Lupin
● Milk
● Molluscs – such as mussels and oysters
● Mustard
● Tree nuts – including almonds, hazelnuts, walnuts, brazil nuts, cashews, pecans, pistachios and macadamia nuts
● Peanuts
● Sesame seeds
● Soybeans
● Sulphur dioxide
7.03 All food traders handling open high-risk foods (meats, fish, dairy) are required to have a direct feed water supply. SGP’s on site water supplier can provide a direct feed station into your pitch. You are asked to indicate your need for a direct feed on the application form. There will be a charge for direct feed water supply.
7.04 Food traders must bring to site and use purpose built hand washing facilities with hot and cold running water. We will NOT accept water from a tea urn poured into a bowl as “hand washing facilities”. Those who come onto site without appropriate hand washing facilities will be closed down and their fee will not be refunded.
7.05 Food traders are required to provide details of the local authority where they are registered and their current Food Hygiene Rating Scheme score. Confirmation of the trading name of the business, as it appears on the Food Hygiene Rating Scheme site, must be stated on the booking form. No food trade pitch will be fully confirmed without registration details.
7.06 Waste water must be disposed of in the grey-water bins (IBCs/Tuff tanks) as provided by the festival. It must not be poured onto the ground. The digging of sumps and soak-aways is prohibited.
Prohibited Items
8.01 Traders are not allowed to supply for purchase or gift, alcohol in any form whatsoever i.e. brandy-coffees without prior permission in writing.
8.02 Other prohibited items include:
● Weapons, anything that can be interpreted as a weapon
● Explosives of any sort
● Herbal highs
● Tobacco products
● Glass objects or anything contained in glass
● Tin foil barbecues or charcoal
● Sky lanterns
Any trader found offering prohibited items will have the items removed, asked to cease trading or to leave and may be prohibited from trading at Backwoodsman Ltd events in future years.
Traders may not offer:
● Phone charging at their stall unless agreed in writing
● Cashback
8.03 The only packaged water that traders are permitted to sell is the preferred ethical brand supplied by SGP and available for wholesale purchase on site. SGP will collect your orders in advance. Traders are not allowed to bring any other water to sell.
8.04 NO plastic or polystyrene disposables are allowed on site. Food traders must use non-plasticised paper plates and cups and wooden cutlery or reusable crockery and cutlery only.
Wholesalers
9.1 Local producers will supply on site deliveries of the following throughout the event:
• LPG gas
• Meat
• Fish
• Bread
• Free range eggs
• Dairy
• Catering disposables
There will be a fruit and veg wholesaler on site. This will help cut down on 'food miles', support the local community and reduce the number of vehicles coming to the site. It is essential that all food traders use this facility. Essential Foods and Metrow deliver a huge amount of other products including general groceries and ice.
9.2 All goods made available through our sourced suppliers should be purchased directly through them. SGP will supply contact information in May. Deliveries from other suppliers of goods that can be purchased through our locally sourced suppliers will not be allowed access to site.
Non-compliance
10.1 SGP reserves the right to remove any trader from the festival site who does not comply with the obligations outlined within this document.
10.2 You will not be permitted to operate your stall if you do not satisfy the licensing requirements of the local authority. SGP and its designated employees and subcontractors cannot accept any responsibility or liability if this situation occurs.
10.3 You agree to abide by these Terms and Conditions and to indemnify SGP and its shareholders, directors, nominees, employees, officers, agents, partners and sub-contractors against any claim, loss or liability arising from a breach of the above clauses / regulations.
Thank you for taking the time to read this through.