Sanctuary Trader Application

Our traders form a central part of the Wilderness festival experience. Expressing all industries' creativity and diversity, we curate our trader offering as rigorously as the music, food and arts programming they complement.

This form is for those wishing to apply as non-food traders in The Sanctuary ONLY.

If you wish to apply as a Non-Food Trader in the Main Arena, or to apply as a Food Trader, please visit this page.

 

WILDERNESS FESTIVAL 2023

Trading Dates: 3rd - 6th August

You must be available: 2nd - 7th August.

You must arrive on Wednesday 2nd August to set up your pitch.

You cannot break down your pitch or move your vehicles until Monday 7th August.

Applications will close on the 28th April.

You must carefully observe the terms and conditions of trading prior to submitting your application. 

IMPORTANT INFORMATION - DEPOSIT

Successful applicants are required to pay a £50, non-refundable, deposit in order to hold their pitch at Wilderness 2023. This forms part of the overall pitch fee. 

In the event that the applicant for any reason cancels or is unable to trade at the event, this deposit is non-refundable and cannot be rolled to future years. 

In the event of cancellation, this deposit would be refunded to you in full. 

IMPORTANT INFORMATION - CASHLESS

Wilderness is a cashless event. You will not be allowed to accept any form of cash or cheque payments from your stall. You will be able to use your own device to take cashless payments. 

SUPPORTING DOCUMENTATION

Please note that, if applicable to your set up, you will be required to upload the below supporting documentation at the end of this application: 

1. Public Liability Insurance to the value of £5 million
2. Employers Liability Insurance to the value of £10 million
3. Risk Assessment for setting up your stall
4. Method Statements / Safe Systems of Work
5. H&S Policy (if you employ 5 or more)
6. Flame Retardant Certificates (for any fabrics being used as part of your stall)
7. Risk Assessment(s)

Please still upload documents even if they will be out of date by the time you come to trade at the show. We will ask to see your renewed documents before you trade.

Download a Risk Assessment template

HSE - Information on risk assessments

TERMS & CONDITIONS OF TRADING 1/4

Upon successful application, these Terms and Conditions will form an integral part of your contract together with your Offer to Trade and event specific Traders Information. Please make sure you read and understand them and are willing and able to comply with them before continuing with your application.

Any company or person found to be in breach of these conditions on site will be evicted without reimbursement of any monies paid for the concession.

1. Payment for pitches must be made before the date specified on the offer letter. Non payment by that time will result in the pitch being reallocated. Traders will be charged the cost of any traders cheques not honoured by the bank.

2. Sub-contracting stalls or a part of stalls, by traders is not permitted, and traders must only sell goods specified in their application form.

3. Traders must set up at the time specified in the Traders Information and at no other times. No company / person will be allowed to trade without prior arrangement.

4. Pitch Fees cover the cost of your pitch ONLY and no other facilities. Other facilities including power, individual plumbing and waste and internet services that may be required, will be invoiced for separately.

5. There are no guarantees for particular positions within The Sanctuary. Depth of stalls will be determined by frontage booked. Any encroachment beyond the allotted pitch would have to be paid for and/or could be construed as breach of contract.

TERMS & CONDITIONS OF TRADING 2/4

TRADING RULES
1. Festival Organisers may confiscate any goods of a sexist, racist or offensive nature, or any product that offends for cultural appropriation reasons.

2. All traders must display signs with their business name and address and price lists in a visible location at their stall. Any descriptions of goods made by traders must be accurate.

3. Employers Liability and Public Liability Insurance must be on display in stalls at all times. Traders must meet all employers legal Health & Safety responsibilities to their staff and must ensure contractors delivering to/working on their stall are suitably insured.

4. Traders must ensure their staff adhere to the published pass system. Pitches are sold with an allocation of trader passes. Vehicle passes are non-transferable and must not be switched to another vehicle.

5. No animals are permitted on the Festival sites.

6. All vehicles are brought on site at their owners’ risk, and must be suitably insured. No vehicle movements may take place during the licence period. 5-mph speed limits are in force on all sites at all times. No motorcycles, quad bikes or buggies are permitted on site.

7. Traders must comply with legislation relating to Health, Safety, Hygiene, Noise at Work, Working at Height and smoke free legislation. Traders are not permitted to start trading until they have completed a health and safety check which will happen onsite.

8. Traders are responsible for keeping both the 10 metre area in front of their stalls as well as their back of market space tidy and free of rubbish. Traders leaving any rubbish, refrigerators, furniture, equipment or structures will be charged for the cost of clearing their pitch and disposing of the rubbish – and may not be invited back to trade at future events.

9. Waste water must be put in the containers provided and not poured on the ground or into streams. The dumping of sumps is prohibited at all sites.

10. It is essential that all traders have appropriate fire extinguishers for their stalls. 

11. All gas equipment in trading units and camping area must have current safety certification. Safety precautions regarding storage of bottled gas must be followed.

12. Traders are not allowed to bring straw or hay on site. Under no circumstances can traders have straw or hay inside their stalls, irrespective of weather.

13. Electricity for market traders will be provided on site and recharged to the trader. Generators are not permitted. Traders who pull more power than agreed will be disconnected and closed down. All electrical equipment on site must have a current safety certificate.

14. All traders must use compostable, biodegradable disposables, absolutely no plastic bags are permitted. Traders must ensure taps are not left running or connected to public taps.

15. No broadcasting of sound or visual images (including transmitting or casting text messages or other material to mobile phones) will be permitted by any trading staff or from any stall.

16. Traders are required to cooperate fully with Officials – including site management, security, the emergency services, the Police and all official organisations of the site – such as the Environmental Health Officers, Fire Officers, Customs and Excise staff, the Environment Agency, Trading Standards Officers and Inland Revenue staff.

17. Festival Republic Limited will not accept responsibility for the level of trading at an event. No rebates will be given to traders as a result of adverse weather conditions, changes in performance programmes, re-siting of acts to different venues, nor as a result of any changes in the layout of trading areas.

18. Traders must comply with any site specific requirements to enable the event to run within licence constraints, any site specific requirements will be outlined in the Traders Info for each event.

19. If a trader is closed down and/or evicted from site for contravening an event licence, any of these Terms & Conditions or prescribed health and safety or environment health standards, they shall not be entitled to any rebate.

20. Traders may display in front of their stall – but must not extend beyond a maximum of one metre. In some trading runs even that may be too great and may impede crowd movement. Traders must respond immediately if asked to remove any racks or boards by festival management or security. As this is a crowd safety issue, failure to respond immediately will result in the stall being closed.

21. If the Festival is cancelled for any reason in its entirety before the first admission of attendees to the Festival Site on the first day of the Festival (including, without limitation, as a result of a Force Majeure Event), we shall refund to you all of the payments you made to us for the Festival. All refunds due shall be made after our monies refunded from the Festival are cleared and the repayment of such monies shall be our sole liability to you.

22. If the Festival is cancelled for any reason either in its entirety or in part after the admission of attendees of the Festival to the Festival Site (including, without limitation, as a result of a Force Majeure Event) we shall not be under any obligation to refund to you any of the payments you made to us and we shall have no liability to you in these circumstances.

23. VAT is charged in accordance with the VAT status of the event. Event status can change at anytime and is determined by HMRC guidelines.

TERMS & CONDITIONS OF TRADING 3/4

TRADERS HEALTH & SAFETY EQUIPMENT
Safety is everyone’s responsibility and involves good planning and preparation. Working with awareness and considering the consequences of all our actions, is the basis of safety at work during the event. The effectiveness of this Policy will come from the individual and combined efforts of us all. Without the commitment and participation of all employees the goals of this Policy will not be achieved. 

RECRUITMENT
Festival Republic Limited are an equal opportunity employer. Applicants will not be recruited if thought not to be capable to undertake the work available. Experience, competence, formal qualifications and certification as required will need to be confirmed.

SATEFY INFORMATION & TRAINING
All employees will be informed of safety measures taken to control risks during work. Hazards will be identified, and where possible removed. Where it is not possible to remove the hazard, the hazard will be controlled. Safety information and associated control measures relating to any hazardous substances used will be given to employees. Safety information will be given during training and at meetings arranged in each area. Feedback on safety points are encouraged and should be passed to the supervisor. All employees are expected to perform their task in accordance with the information and training provided.

PROTECTIVE CLOTHING
No one will be allowed to work unless equipped with all essential protective clothing for the particular operation. Essential protective clothing will be expected to be supplied by all contractors so that work may be carried out safely and efficiently. Defects in protective clothing should be reported to their supervisors and damaged clothing replaced. Other safety equipment such as protective footwear and waterproofs must be provided by the employee if needed.

WORKPLACES
At all work sites, both during and after completion of any work operation, the site should not create a risk of harm to anyone, particularly children. The General Public and contractors should be warned of any hazardous conditions or work to which they may have access, using notices, fencing or any other effective means.

FIRE
Fire points are situated in each area, your supervisor will advise you where. Become familiar with the location of fire extinguishers, and understand the procedures for evacuation if you work in marquees or other structures. All substances and materials on site should be as safe and secure as possible.

FIRST AID
All employees will be told who the first-aider(s) is for their area. Each area will have an appropriate first-aid kit, and its location should be known to everyone immediately before, during and after the event telephone and radio contact can be made with Emergency Services via communications. First Aid posts are to be clearly located on the site plan for this period. All employees are to ensure that they familiar with the procedures for first aid and requesting medical assistance.

SANITATION & HYGIENE
Toilet and washing facilities are located in all areas of the site – become familiar with them. Washing hands before eating, drinking, smoking is essential and removes risk of contamination and illness. There are numerous toilets available on the site which you must use.

NEAR-MISSES & ACCIDENTS
The Trader Management Team will have an accident log.
All accidents and `near-miss’ incidents must be reported to your Trader Management Team. Appropriate preventative action is to be undertaken by the area officials and the Trader Manager notified. All near misses and accidents should be recorded in the accident book and all serious or dangerous occurrences require a RIDDOR report.

TERMS & CONDITIONS OF TRADING 4/4

TRANSPORTATION
1. Only drivers aged 21 or over with a full, clean licence will be permitted to drive vehicles.

2. Drivers of vehicles and those who are to operate machinery are not permitted to drink alcohol or be under the influence of drugs.

3. All materials and articles should be transported safely, with regard to workers and the public; special care should be taken during loading and unloading.

4. Supervisors are to ensure that all loads are secured.

5. Movement while the public are onsite will not be allowed.

6. Contractors should ensure the safety of all others while manoeuvring and unloading materials.

7. All manual handling should be carried out with due regard for safety.

8. Only vehicles making essential journeys will be permitted to drive on site. Officials will stop vehicles to ask their destination and why. Vehicles may be impounded if necessary, so please pass this message on to all vehicle owners.

9. Passengers must not be carried on any part of a forklift and under no circumstances should people ride on forks unless a purpose built ‘man-cage’ has been secured and attached. Drivers should be experienced and competent and are responsible for the safe operation and maintenance of their machine.

ELECTRICAL SAFETY
1. All electrical installations and equipment must meet the requirements of the Electricity at Work Regulations 1989 and conform with BS 7909 regulations.

2. Power equipment, cabling and plugs are the responsibility of the site electrician. No traders may interfere, or attempt repair of electrical equipment. Interference or attempted repair of electrical For any unqualified individual or anyone other than the site electrician to do so is a criminal offence.

3. Any underground cabling will be identified and no work is permitted near to that area without permission of the site manager or electrician.

4. In sheds and stalls where electrical equipment, lighting, and domestic equipment is used, regular checks should be made on plugs, cable wear, the safe layout of cables.

5. If a fault is suspected in any circuit or apparatus e.g. because of a repeated blowing fuse, the electrician should be called and the appliance taken out of use.

6. Circuit breakers should be provided and should be used: Plugs should not be overloaded.

7. Extreme care should be taken in placing any electrical equipment close to the power lines. It should be avoided if possible because of the potential of induced electric fields. All structural work should be authorised by the Market Manager.

GAS SAFETY
No-one is allowed to bring gas cylinders onsite without the permission of the Site Manager or the Trader Manager to ensure that they are aware and follow our strict rules on LPG safety.

WEATHER
Ensure that you are dressed appropriately for the weather conditions.

WASHING
Please wash yourself in the hand basins provided as often as you are able and always before handling food.

GENERAL PUBLIC
When working during the event, special care should be taken to protect general public. Attention should be given to warning them of hazards, and being prepared for unexpected responses from those who may be disorientated or unaware.

DRUG ABUSE (The abuse of alcohol and substances such as solvents)
Drug abuse can impair judgement and performance, and put at risk the drug taker, fellow employees, contractors, the general public and the environment. Any employee unfit through this will not be allowed to work. Smoking is not allowed in any structure. The appropriate signage must be on conspicuous display in your stall.

DISCIPLINE, APPEALS & COMPLAINTS
All traders have a duty to co-operate with the Licensee and to comply with the law in matters of health and safety. Failure to do so or to follow safe working practices after receiving suitable advice and encouragement may result in disciplinary action. This is dependent on how serious the offence was and whether or not it was an isolated incident. Disciplinary action could consist of verbal or written warning, suspension or eviction for cases of misconduct.

Anyone given a verbal warning which is considered unjustified may ask for it to be referred to the Trader Management Team. Prior to dismissal or suspension the Trader Management Team will make an investigation. Appeals should be made to the Trader Manager within 7 days in writing. Complaints about Health and Safety should be made initially to Trader Management, who will attempt to rectify the problem.

If an appropriate resolution is not obtained the employee may refer the matter to the Event Management Team for discussion with the Trader Manager and others if appropriate.

MUSIC SYSTEMS
Due to licensing restrictions, no sound systems will be allowed on any trade stalls. Anyone ignoring this will face immediate closure and eviction without compensation.

 

SITE RULES

Upon successful application, all working personnel will be provided with site specific Site Rules. Prior to your arrival on site, each member of staff is expected to have read these Site Rules and have a clear understanding of their obligations with respect to health and safety on site.

A Yellow & Red Card policy has been introduced at Wilderness to decrease the amount of Health and Safety breaches and unsafe work practices on site.

PROCESS

1. If the offence is minor and the situation is of low risk a warning will be given.
2. If you are seen repeating the offence, or the original offence is of high risk, a Yellow Card will be issued.
3. If you are seen re offending after being issued with a Yellow Card, you will be issued with a Red Card.
4. A Red Card may be issued straight away depending on the severity of the offence.

Yellow Card = Record of offence.

Red Card = Fine to the Supplier of £100. We reserve the right to permanently remove contractors from site.

Further details of this will be sent along with the Site Rules upon successful application.

NON-FOOD TRADER - TRADING REGULATIONS

WE DO NOT UNDER ANY CIRCUMSTANCES ALLOW NON-FOOD TRADERS TO SELL OR TRADE IN:

• Any items that are banned from site - this information will be provided in the Site Rules (provided upon successful application).
• Any illegal substances including former legal highs.
• Food, snacks, soft drinks or alcohol of any description.
• Beer Bongs or any other items that encourage irresponsible drinking
• Any cigarettes, tobacco, or associated products.
• Any item purporting to be official or unofficial Festival merchandise of any description or with regard to any of the artists appearing at the festival or any other artist or event.
• Any unauthorised records, CD's, video or tape recordings or any other format recordings as well as and including audio and video recorders.
• Tattoos or body piercings.
• Any hand-held candles, flares, sky lanterns, potted candles, fireworks, smoke canisters, oversized lighters, laser pens or portable laser equipment, generators.
• Petrol burners.
• Any items made out of glass, including but not limited to glass bottles, jars and containers.
• Gas canisters, spray cans, aerosols and nitrous oxide.
• Items associated with the taking of nitrous oxide, including, but not limited to, balloons, cream dispensers, CO2 dispenser.
• Drones.
• Air horns or megaphones.
• Knives, large catapults or anything that can be considered for use as a weapon
• Any “black” henna, magnetic jewellery, plastic suction jewellery.
• Any unofficial tabards or reflective jackets.
• Any goods of a “sexist, racist or offensive nature” including explicit T shirts which may be inappropriate to the audience.
• Balloons.
• Single use plastic bags.
• Glitter - standard glitter is made from etched aluminum bonded to polyethylene terephthalate – a form of microplastic that can find its way into the oceans and pose a danger to people and animals. So we ask that you not use glitter and only use alternatives such as bio-degradable glitter, paints, reusable gems, flower petals, edible glitter.

SUSTAINABILITY

Wilderness take sustainability and the impact the show has on the environment very seriously and are taking measures necessary to help reduce the festival's carbon footprint. We are looking for the best traders in the industry that share our ambitions.

Please read Live Nation's Sustainability Charter.

Plastic bags are not permitted. Never. Please have certified compostable / biodegradable paper bags / reusable totes etc. We understand that this might incur a cost, but it's important to make this step, do our bit and look after our planet.

Failure to comply with our sustainability standards may result in a loss of your pitch and trader deposit.

Dedicated sustainability officers will be onsite to ensure standards are being met. Anyone found to not be meeting the requirements may lose all or part of their deposit or be closed for trading for the duration of the event.

RULES TO VALIDATE YOUR APPLICATION

1. Be accurate with the dimensions of your pitch as we are looking to pre-site you in specific locations, and your size will not be able to change.

2. There is no guarantee that your application will be selected if you have traded at Wilderness Festival in previous years.

3. You must answer all questions with as much information as possible. 

4. Please upload pictures of both your stall set up and a selection of the products you sell. If you do not upload photos with your application, we cannot accept it. Visuals speak a thousand words: Please demonstrate your ability to make your stall look creative, classy, original and bespoke.

5. No diagrams: Please don't draw your stall as a diagram. If you've not built it yet, please set it up outdoors and take pictures for posting.

6. Creativity: We routinely seek traders that are not rolling through the festival season with the same set-up, as this brings originality to the Wilderness Festival curation. For example, you may be a small boutique shop that has never done a festival before. That is fine and understandable that you may not have images of an outdoor structure, BUT we need to see pictures of your stock displayed in the shop and a photo or render of the structure design you intend to hire or buy.

VISUAL GUIDELINES

After years of experience, we know that these guidelines will make sure your pitches integrate seamlessly into Wilderness Festival. It's about looking fabulous and of high quality. If you have a run of traders all looking incredible, you all do better.

STRUCTURES

Wilderness Festival does not accept PVC tents. You must either effectively cover your PVC tent or bring a canvas alternative.

Canvas tents score highly on the evaluation of your application. We understand this is a big ask, but Wilderness prides itself on everything looking natural, high quality and fitting with the beauty of Cornbury Park. Non-covered visible PVC tents will let the side down, and you risk being asked to leave.

Structures should be vintage vehicles, canvas tents, stretch tents, yurts, tipis, or bespoke builds using natural, hand-finished timber, fabrics and materials.

The Sanctuary is a 360° area, meaning there will be NO back of house area available. Please ensure your strutcture is therefore customer facing on ALL sides. 

DESIGN & DECOR

Structure and overall design should sit easily within the creative environment of the whole festival, letting the beauty of our site do the talking.

Natural, subdued, muted colours should dominate the design.

Real foliage, flowers, fabric, and greenery work well to soften some structures' harsh, angular lines.

We are unable to consider heavily branded, corporate or trade-show, exhibition-style content of any kind.

Please only use hand-painted signage or chalkboards etc. Wilderness does not accept PVC signs or banners. We will remove them! Any logos/branding on the exterior of structures should be in keeping with the above and the rest of the event: hand-drawn, hand-painted or hand-crafted (or at least appear to be).

Independent designers who design and/or make what they sell are favoured.

Quality products presenting cohesive designs produced in the UK usually climb to the top of the list.

THINGS TO AVOID

1. PVC tents, vinyl banners, clear span marquees, printed flags, PVC tents and structures.

2. 'Feather' flags.

3. Large/tall, angular structures.

4. Garish/neon colours, cartoons, graffiti visuals.

5. Fake plastic flowers and foliage.

6. LEDs or bright neon festoon (we encourage vintage style or warm white/yellow fairy lights).

7. Instagram frames.

8. Prominent 'selfie' opportunities/hashtags.

9. Bargain baskets in front of your stall. These devalue what you do.

10. 'Popping up' a make-up/glitter stall - this is not allowed. You must be transparent about what you are doing and selling.

11. Unless it is bio-degradable, glitter is not permitted. This is a site-wide requirement, and something Wilderness Festival is working very hard to ensure across the festival. Please help the environment.

12. You are not permitted to hang anything from the trees around your stall. While this may look beautiful, the trees are extremely old and in some cases fragile and it is our responsibility to protect them.

We are committed to reducing energy consumption across site, so traders are not permitted to bring their own generators.

Power bookings made after the application deadline date will be subject to a 25% surcharge.

We will contact you if your application is successful to confirm requirements and costs. Below are example costs only:

13amp - £100
16A 1ph - £300
32A 1ph - £530
32A 3ph - £1360

WiFi Access - £50-100

VETTING
You must ensure (and provide evidence where requested) that all staff coming to work at Wilderness (whether engaged by you or an approved subcontractor) are vetted to an appropriate standard, for example:
• DBS (if required)
• ID verification including photo
• Right to work check
• 5-year employment history where possible
You may not engage foreign nationals to perform the works where the ability to check their authenticity and credentials is limited because of their origin.

CONSENT FOR VETTING
We reserve the right to conduct our own vetting and may require the name, date of birth, place of birth and address of all staff to process them via a PNC check with the local police. You must ensure that all staff understand that their consent to this is a condition of entry onto the Event site and also must retain evidence to demonstrate each member of staff’s agreement to the same which should be available on request. Should this personal information be required, it must be provided to us on a password protected excel spreadsheet saved by Event and Supplier name and uploaded into a Box folder. Please send the password under separate cover. Contact your Licensing Co-ordinator for the relevant Event to find out the address of the online folder.

PNC VETTING CRITERIA
No staff can work onsite who have any spent convictions under the Sexual Offences Act 2003 and/or any offences of Assault under the following:
• The Criminal Justice Act 1988.
• The Criminal Law Act 1967.
• The Offences Against the Person Act 1861.
Full vetting criteria and our vetting policy is available on request.

DATA PROTECTION NOTICE
The Company respects the privacy rights of individuals and is committed to handling personal information responsibly and in accordance with applicable law.

The Company collects and uses the personal information provided to it pursuant to this Agreement primarily for vetting purposes - in particular, to assess the suitability of the staff or contractor to work at the Event and verifying information, carrying out reference checks or background checks (where applicable).

The Company also may use the personal information provided where it considers it necessary for complying with laws and regulations, including collecting and disclosing staff member personal information as required by law (e.g. for tax, health and safety, anti-discrimination laws), under judicial authorisation, or to exercise or defend its legal rights.

The Company will only allow access to personal information to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever the Company permits a third party to access personal information, it will implement appropriate measures to ensure the information is used in a manner consistent with this clause and that the security and confidentiality of the information is maintained.

If you are in any doubt regarding the applicable standards, or have any comments or questions about this clause, please contact the Company’s Data Protection Officer on privacy@livenation.co.uk