LSTD 2023 Terms and Conditions for Food Traders - DRAFT
Please read the following Terms and Conditions carefully. They will apply to all traders who are invited and accept to trade at Love Saves the Day 2023.
1.01 The terms ‘you’, ‘yours ’and ‘trader’ refers to the person on the application form.
1.02 The terms ‘Love Saves the Day 2023 / TDR Productions Ltd’ and ‘we’ refer to the festival organisers.
1.03 The term ‘food trader’ refers to one who sells food or drink.
2.01 Payment for the pitch, including any charges for power and other extras, must be paid in full by bank transfer to TDR Productions Ltd, within 21 days of invoice date.
If payment is not received on time, the pitch may be offered to another trader.
2.02 All traders are required to pay an eco bond (charged from your goss takings if the requirements are not met). Please ensure that you see your Trader manager before departing from site. If your pitch is not signed off by the Trader manager as having been left tidy and in good order, we reserve the right to retain the bond. Any disputes will be settled within 30 days.
3.01 Traders are required to have public liability insurance to a minimum value of £5,000,000 to cover any hazard or loss that may occur at the festival.
3.02 All employees must be covered by your own employer’s compulsory liability insurance for no less than £5,000,000.
3.03 Traders must also be covered by product liability insurance for no less than £5,000,000.
4.01 By accepting these terms and conditions, you acknowledge that TDR Productions Ltd and/or their employees 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.
We recommend that you insure your property against any form of damage. Traders need to ensure their stall is sturdy enough to withstand adverse weather conditions and is secure.
5:01 There are a limited number of passes available for your staff. You will be informed of this number in your confirmation letter.
5.02 Traders are responsible for the actions and behaviour of their staff. Should the organisers deem any trader’s staff’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 future events.
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 future events.
5.04 Access to the site is from: 09:00 - 00:00 on event days, and 09:00 - 20:00 on pre-event days (Friday 26th May) unless granted clear written permission to arrive at a different time.
5.05 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.
5.06 Set up to be completed by 11:00am on Saturday 27th May. Public trading hours are 12:00 - 23:00 on Saturday & Sunday.
5.07 All traders are allowed one vehicle only (in addition to any serving unit) to remain static on site behind their stall. Vehicles are subject to a vehicle curfew and not permitted to move during the hours the public are on site. Please ensure that you have booked a large enough pitch to accommodate this vehicle. It will not be allowed to move until event take-down.
5.08 All other vehicles must be removed from public areas by 10:00am and not return until after Egress has finished (around 1:00am) or the all clear has been given by Event Control.
5.09 All traders must be clear of site by 13:00 on Monday 29th May unless granted clear written permission.
5.10 Vehicles must move at a maximum speed of 5mph on site.
5.11 Love Saves the Day operates a HAZOFF procedure. 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.
5.12 Trader vehicles breaking these safety rules may be fined or in extreme cases, asked to cease trading and leave.
5.13 Any traders needing to leave the site to restock any goods must transport the supplies on foot between the car park and the trade stall.
5.14 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 the organisers discover 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, we reserve the right to enforce closure of your trading operation.
5.16 There will be restrictions regarding selling water & soft drinks, including brands and selling price. These will be detailed closer to the event. Please note the sale of single use plastic bottles is banned. However, cans are fine.
5.17 No trader is allowed to sell alcohol. Alcohol rights are exclusively through Love Saves The Day bars. Any trader found selling alcohol will be closed-down and may not be invited back to future events.
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 not permitted to play amplified music. PA systems are not permitted (other than a small portable device for their own use).
5.20 Traders are required to keep the area 10 meters in front of their stall and the entire pitch tidy and free of rubbish (especially before opening / after closing to help the litter crew). You must ensure that all waste generated by your stall is placed in the appropriate bins provided. Please notify us of any unusual requirements.
5.21 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 TDR Productions Ltd 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.
5.22 Traders must ensure that their pitch has been left tidy and in good order. A designated member of the trader’s team must inspect your pitch and deem it so before you leave the site. Any cost for cleaning / tidying your pitch will be charged to you from your eco bond.
5.23 Traders will need to provide or ensure all staff have appropriate PPE, including hi-vis vests.
5.24 Camping is not permitted on-site unless prior permission granted.
Fire Safety / Gas / Electricity / Water
6.01 All traders must comply with the Health and Safety at Work Act 1974 and associated regulations. Health and Safety inspectors will be carrying out random checks throughout the festival.
6.02 Traders are required to provide adequate fire-fighting equipment and training in its use. All portable fire extinguishers shall be examined at least once annually and tested by a competent person in accordance with British Standard code of Practice 5306; part 3. Please see www.fireservice.co.uk for information on extinguisher types.
6.03 Traders must supply a completed fire risk assessment.
6.04 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 trader manager in advance.
6.05 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 not be sufficient safety checks on your gas equipment, a registered engineer will be called to verify your equipment. You will be liable for the cost of any on-site testing.
6.06 Electricity requirements need to be detailed on the application form. There will be a charge for power. Additional charges will be levied on site should your requirements exceed what you have applied for. Each catering unit can be provided with an electrical supply. Traders need to supply their own suitably rated cables and connectors running 10 metres from their stall.
6.07 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 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.
6.08 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.
6.09 Clear, legible, valid copies of your:
- Gas Safe Inspection Certificates
- PAT inspection certificates
- Insurance certificate(s)
MUST be uploaded prior to the event, and hard copies brought to the event. All documents must be valid for the dates of Love Saves the Day 2023.
No applications will be fully confirmed without relevant documents.
Food Hygiene & Supply
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 Food traders must bring to site and use suitable hand washing facilities.
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.
7.03 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 trader pitch will be fully confirmed without registration details.
7.04 Waste water must be disposed of in the grey-water bins (IBCs/Tuff tanks) or the site main drainage points as provided by the festival. It must not be poured onto the ground. The digging of sumps and soak-aways is prohibited.
7.05 Traders are required by the Food Standards Agency and by law to state if their products include any of the 14 allergens, namely:
· Cereals containing gluten – including wheat (such as spelt and Khorasan), rye, barley and oats
· Crustaceans – such as prawns, crabs and lobsters
· Molluscs – such as mussels and oysters
· Tree nuts – including almonds, hazelnuts, walnuts, brazil nuts, cashews, pecans, pistachios and macadamia nuts
· Sesame seeds
· Sulphur dioxide
7.06 Traders must ensure that all products used or distributed at the event or as otherwise permitted under this agreement are safe, of satisfactory quality and conform with current health and safety regulations.
8.01 To assist us with attaining our sustainability goals in 2023, our sustainability coordinator will be asking you for some information on sourcing, travels and gas consumption. They’ll be going around to meet you and hear your feedback on how you can help us reduce our environmental impact. You will be sent a trader guidelines document with further info on sourcing and good practices. We ask all traders to be committed to sourcing organic, local and ethical products with particular care when it comes to meat, fish and dairy. We request that you use organic, free-range eggs and fair-trade tea, coffee and hot chocolate on site. Traders are not able to offer sauces/sugar etc in individual sachets. ALL DISPOSABLE PACKAGING MUST BE ECO-FRIENDLY.
8.02 We are trying to make our event as sustainable as possible, below are a couple of essential guidelines for you;
· Apply a Refuse, Reduce, Reuse, Recycle mind frame to your operation as much as possible.
· Make sure you dispose of your waste correctly by using our recycling facilities.
· Be mindful of your water & energy consumption on-site.
· The sale of single use plastic bottles is now banned, but cans are fine.
· Individual sauces/sugar sachets are banned.
· All disposables must be eco-friendly and biodegradable – no plastic / polystyrene.
· All traders must provide a vegetarian/vegan option.
· Use organic, local, or seasonal products in your menu.
· All meat, fish & dairy needs to be sourced ethically.
· Tea, coffee & sugar must be fair trade.
· Eggs must be organic free range.
9.01 Traders are not allowed to supply for purchase or gift, alcohol in any form whatsoever i.e. brandy-coffees without prior permission in writing.
9.02 Other prohibited items include:
• 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 TDR Productions Ltd events in future years.
9.03 Traders may not offer:
· Phone charging at their stall unless agreed in writing.
COVID 19 / Event cancellation
10.01 By agreeing to work with us, you agree to follow any COVID19 guidelines and/or entry requirements notified by TDR Productions to the Trader, and which will apply to you and your team's attendance at the event. This may include testing on entry or prior to attending the Festival. TDR Productions may be required to amend the guidelines before or during the event and asks that the crew member complies with any updated guidelines notified to them.
10.02 Force Majeure
If the Festival is curtailed, cancelled or abandoned due to any instance of Force Majeure then all monies previously paid by the Trader to TDR Productions shall be refunded within 21 days and the Trader shall have no further claim made against TDR Productions nor TDR Productions against the Trader except in relation to the repayment of any sums already paid.
Force Majeure shall include but not be limited to threat of terrorism or war, public disaster, epidemic, pandemic disease, order of National Government or Local Authority, fire, explosion, strike or lock-out (outside of the direct or indirect control of either party), transportation failure, national grid or local grid failure, national mourning, Royal demise, any Act of God, earthquake, and hazardous weather conditions which would make the staging of the Festival impossible, impractical and / or is deemed by any competent governmental authority or the Police or the fire service to present a danger to the audience and those attending, working or performing at the Festival if the Festival were to proceed.
Any laws, rules, regulations, instructions, orders, advice or guidance from any relevant authority (including advice from the relevant Safety Advisory Group or licensing authority) that relates directly to Covid-19 (including any new strains or variations of the virus):
(a) will or is likely to prevent the Festival or performance taking place as originally planned (including, for example, social distancing measures, reduction in capacity, travel restrictions, screening and/or quarantine requirements);
(b) will or is likely to have a materially adverse effect on the operation of the Festival or the attendees themselves
would be considered to be a Force Majeure Event for the purpose of Clause 5.1.
In the event of cancellation pursuant to any instance of force majeure as set out in 10.01, 10.02 will be limited to the immediate repayment of any sums paid to TDR Productions by the Trader.
10.05 If the trader changes their mind / pulls out of the event once payment has been received, and TDR Productions cannot find a suitable replacement. The trader forfeits their fees.
11.01 TDR Productions Ltd reserves the right to remove any trader from the festival site who does not comply with the obligations outlined within this document.
11.02 You will not be permitted to operate your stall if you do not satisfy the licensing requirements of the local authority. TDR Productions Ltd and their designated employees cannot accept any responsibility or liability if this situation occurs.
11.03 You agree to abide by the above clauses of 1.0 – 11.03 and indemnify and TDR Productions Ltd and their employees 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.