Sessions Cafe Catering Application Form

Sessions Cafe Catering Application Form
Before completing this form, please carefully read the Festival terms and conditions and the Festival's Event Information Sheet for Caterers.

Together with Environmental Health guidelines and any information given by successful applicants will form a binding contract between both parties and will be strictly enforced. Please complete ALL sections of the application. We advise that you read through the entire application before completing. Please be aware it is not possible to save the application half way through.

You will need to provide completed copies of the following documents within the application. These can either be filled out as part of the application process or you can upload a scan/photo of the completed documents:
1. Food Safety Questionnaire
2. Outdoor Event Gas Safety Checklist
3. Food Safety Declaration
4. Fire Risk Assessment - Food Concession
Please make sure you have filled these out and have these ready to upload and submit as part of the application. Regrettably we are unable to accept or consider any applications missing any of this information.
Sessions Cafe Specification
Before completing this form, please read the Festival terms and conditions below, which together with Environmental Health guidelines and any information given by successful applicants will form a binding contract between both parties and will be strictly enforced.

REQUIREMENTS - We require the successful caterer to provide and create a relaxed café style atmosphere for our customers to ‘chill-out’ and make use of the WiFi hot spot. Your menu should reflect this and provide suitable breakfast, café snacks and light meals, cakes, sandwiches, coffees and teas. In 2016 we introduced the sale of alcohol in this area, providing drinks in line with the other bars. This will not be a stand up drinking bar. We would like the menu to include food that covers a healthier balanced diet and covers dietary requirements like dairy free, vegetarian and vegan. We would also like that children be considered, in terms of easy food that is also healthy and smaller portion sizes can be provided.

PRESENTATION OF AREA – It is our aim that the successful caterer takes on some level of ‘ownership’ of the café and takes on board the need to make it a pleasant environment for our customers. Please provide details of how you propose to achieve this, considering decorations and artwork. Also, please detail what kind of kitchen area you would be using and a layout of the working and serving areas. Access to kitchen area (provided by caterer) will be through a 5m panel opening.

Dimensions:

The Festival will provide a 9m x 15m Indian style marquee.

Please be aware we will need a detailed plan of your field kitchen in order to check it meets health and safety requirements. This plan must be included as an attachment in the application.

Environmental/Ethical Impact:

We are keen to ensure our environmental footprint is as minimal as possible, we uphold ethical practices and continue to win awards for our high standards. We try to minimise electricity and diesel usage, cut down on waste and increase recycling as well as encourage sustainable forms of transport. Please consider the environmental impact of your travel to the festival and use the minimum number of vehicles possible to travel to the festival by vehicle sharing. If you have the option, please also use the most sustainable form where possible. Please make sure to read the Sessions Café Terms and Conditions and note in particular the ‘Environmental Impact & Ethical Practices’ clause, this will be strictly enforced if your application is successful.
Sessions Cafe Caterers Application
Event Information & Terms and Conditions

Please read through the following documents before completing your application.
Caterer Event Information Sheet
Sessions Cafe Terms and Conditions
Your Company Details and Contact Information
Contact Name of the person completing this application*

First NameLast Name
Company / Trading Name*
Email*
example@example.com
Phone Number*

Area CodePhone Number
Mobile Number*

Area CodePhone Number
Address*

Street Address

Street Address Line 2

CityCounty

Post Code
Please confirm the following that applies to you*

Registered BusinessSole Trader
Please confirm Sole Trader Name or Registered Business Name*
Your Bid
Bid amount*
Please note that VAT will be applied to all successful bid amounts
Please indicate which of the following you cater to, you can select more than one option if it applies*

MeatVegetarianVeganGluten FreeOther
Please give detail of your menu and food offering, together with prices *
Please note that all soft drinks, including water, will need to be provided in cans as per clause 10 of the Festival Terms and Conditions on the ban of single use plastic bottles. Any water sold should have environmental and ethical credentials. Please also note that, per clause 17 of the Festival Terms and Conditions no glass of any kind is permitted on site, for sale or personal use.
Do you wish to sell soft drinks? This will include an additional fee of £129.00+VAT per unit*

YesNo
Your Dimensions & Setup
The Festival will provide a 9m x 15m Indian style marquee. Please detail what other space you require in order to trade.

Please be aware that we need a detailed plan of your kitchen in order to check it meets health and safety requirements.

Please state the exact size required for kitchen and serving area. Length (m) x Depth (m). This must include the space you require for your kitchen and preparation space
Type of Unit*

StallTentMarqueePurpose Built Unit (PBU)Converted VehicleOther
Please state the exact size required for kitchen and serving area. Length (m) x Depth (m) *
Please confirm the exact size required for kitchen and serving area. Length (m) x Depth (m) *
Please confirm height of your unit/stall. Length (m) x Depth (m)
Please state type of stock vehicle*
Please confirm exact size of stock vehicle*
Please confirm measurements of stock vehicle. Length (m) x Depth (m)*
Please upload a copy of your proposed marquee layout

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Your Power
Maximum power draw available of, 63amp 3phase. Should additional power be required an additional generator will need to be brought in which will be recharged to the cost of the successful applicant if required.

Additional charges for power will be charged as follows:
- Additional 16-amp Single Phase Ceeform @ £104.00
- Additional 32-amp Single Phase Ceeform @ £208.00
- Upgrade of included 16-amp to 32-amp Single Phase Ceeform @ £104.00
- Power to Stock Vehicle 16-amp Single Phase Ceeform @ £104.00
Do you require additional power in addition to the 16-amp Ceeform provided with the pitch?*

YesNo

Please state any additional power you need to your pitch below

	1	2	3	4
Additional 16-amp Single Phase Ceeform @ £104.00 each
Additional 32-amp Single Phase Ceeform @ £208.00 each
Upgrade of included 16-amp to 32-amp Single Phase Ceeform @ £104.00 each
Power to Stock Vehicle 16-amp Single Phase Ceeform @ £104.00 each

Do you require power to your stock vehicle in the traders compound?

	Yes	No
Power to Stock Vehicle 16-amp Single Phase Ceeform @ £104.00

Food Safety Pack
This paperwork must be completed for each confirmed catering operation and the event organisers will forward a copy of this form to the Food & Occupational Safety Team, Environmental Services Department.

There are 3 sections – the food safety questionnaire, the gas safety checklist and the Food Safety Management Declaration.

You must upload a completed copy of all 3 sections as part of this application. We will not consider any application that is missing any of these parts. If you require any assistance in completing this as part of the application, please contact hazel.beale@cambridge.gov.uk
Food Safety Questionnaire
Name of Food Business Operator*
Name and Address of Local Authority registered with*
Date of last food hygiene inspection*

DayMonthYear
Date
Most recent food hygiene rating*
When are you next due a food hygiene inspection*

DayMonthYear
Date
Length of time Company has operated this type of catering concession*
Number of food handlers working at the event*
Please provide evidence in the form of training certificates of food hygiene training these food handlers have received prior to this event*

There must be at least one level 2-3 on site at all times.
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Do you use a written Food Safety Management System (FSMS) and have sufficient training in its use?*

YesNo
We recommend the Food Standard Agency's ‘Safer food, Better Business’. If yes, then this and all verification/monitoring records must be made available at the event.
Please attach a copy of your FSMS*

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Please provide evidence of your allergen lists and staff training*

As a requirement under the EU Food Information for Consumers Regulation 1169/2011 any food businesses must provide allergy information on all food sold unpackaged.
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Please list the Names and Addresses of the main food and drinks suppliers to be used for the event*
Please indicate which of the listed products are intended to be carried out for sale as an ingredient*

MilkCreamIce-creamSaladEgg productsRaw meat/poultryCooked meat/poultryShellfishFishOther
If other, please state
Please indicate which of the listed equipment will be brought onsite*

Refrigerator(s)Freezer(s)Cooking Hob(s)Microwave(s)Oven(s)Grill(s)Sink(s)Hot water supply to sinkWash hand basin(s)Hot water supply to wash hand basinSoap & hand drying facilitiesFirst aid kitOther
Please indicate which power source will be used*

LPGDieselElectrical GeneratorMainsOther
By what means will potable water be provided to the unit*
How will hot water be provided on the unit for hand and equipment washing?*
Where only low risk foods such as biscuits, sweets etc. are for sale and utensils are used for handling food or where the food is fully wrapped, antiseptic wipes will be acceptable. Where high risk foods are handled, a fully equipped wash hand basin must be available. Alcohol based hand gel/hand sanitiser must only be used as a supplement to handwashing.
Will food be prepared or stored in a place other than the catering unit?*
If stored elsewhere this must be protected against risk of contamination. All perishable items must be kept at or below 8◦C, Preferably 5◦C.
How will open food on display be protected from risk of contamination? Please describe how this will be achieved*
Please outline the delivery arrangements for food/drinks supplies to the site*
What measures will be taken to monitor and record the temperatures of high-risk food (hot and cold) being stored and displayed for service?*
Hot Food on display must be kept at or above 63◦C if it is to be held hot for more than two hours. Suitable working thermometers with probes are required. Cold food must be kept at or below 8◦C (preferably 5◦C). Cold food may be be displayed unrefrigerated for a one off period of up to four hours.
List the 2 most recent outdoor event functions the business has catered at*
Please note:

All food handlers are required to have suitable protective clothing, eg hat, uniform, white coat etc. hair must be tied back, and nails must be short.

It is not acceptable to have false/acrylic or polished nails when handling open food
Contact details of person completing food safety questionnaire*
Signature*

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Outdoor Event Gas Safety Checklist
Does the gas installation consist of only 1 appliance (& associated pipe work)? (E.g. gas cooker, fire, water heater, etc.)*

YesNo
Does the gas installation consist of multiple gas appliances (& associated pipework)?(E.g. gas cooker, fire, water heater, etc.)*

YesNo
Do the gas appliance(s) belong to the stall owner?*

YesNo
Are the gas appliance(s) rented from a reputable supplier?*

YesNo
Is there a gas inspection certificate for each gas appliance?*

YesNo
Is the gas certificate less than 12 months old?*

YesNo
Is the issuing gas engineer authorised to certificate each LPG gas appliance?*

YesNo
Is there a full flame safety device on each burner of the appliance(s)?*

YesNo
Are the gas appliances standing on a secure, non-flexible, fire-resistant base (for ground/floor mounted appliances), or secured to a stable fire-resistant upright (for wall-mounted appliances)?*

YesNo
Are the areas surrounding (by at least 600mm) and above the appliances shielded by non-combustible, heat-resistant material?*

YesNo
Is there an air-gap of at least 600mm between the appliance and any marquee or tent material or any other combustible material?*

YesNo
Are the LPG cylinders outside of the tent or marquee, or occupied part of the food mobile?*

YesNo
If the LPG cylinders are stored on a food mobile, are they in a secure and ventilated container?*

YesNo
Is there sufficient ease of access to the LPG cylinders to allow their isolation in the event of an emergency?*

YesNo
Are the LPG cylinders vertical and prevented from falling?*

YesNo
Are the LPG kept clear of any entrances or emergency exits?*

YesNo
Are the LPG cylinders kept out of reach of the public?*

YesNo
Is there an isolation valve or regulator fitted to the gas cylinder to allow the gas to be isolated when not in use?*

YesNo
Are there excessive gas cylinders present at the unit? (There should be 1 cylinder in use & 1 spare for each gas supply line)*

YesNo
Are additional spare gas cylinders available but stored in a secure, remote, external location away from ignition sources?*

YesNo
Is the gas pipe entirely a flexible (rubber) pipe?*

YesNo
Is the gas pipe partially rubber but significantly a metal pipe?*

YesNo
Is the gas pipe securely fastened to the cylinder and appliance by use of a single use crimp? (Jubilee clips should be discouraged)*

YesNo
Have you checked that no combustible materials can be blown against, or fall onto the apparatus?*

YesNo
Is a member of staff, appropriately trained in the safe use of LPG, present in the unit / stall at all times?*

YesNo
Declaration*
Signature*

Clear
Date*

DayMonthYear
Date
Environmental/Ethical Impact Statement
We try to minimise the environmental impact of Cambridge Folk Festival and utilise ethical practices at this event (e.g. issues such as use of green packaging and bags, sourcing free-range/organic products, using local suppliers, promoting healthy eating, sustainable fish supplies etc.)

We are keen to ensure our environmental footprint is as minimal as possible, we uphold ethical practices and continue to win awards for our high standards. We try to minimise electricity and diesel usage, cut down on waste and increase recycling as well as encourage sustainable forms of transport. Please consider the environmental impact of your travel to the Festival and use the minimum number of vehicles possible to travel to the Festival by vehcile sharing. If you have the option please also use the most sustainable form where possible.
Please outline how you propose to minimise your environmental impact and utilise ethical practices at this event*
Please provide a copy of your environmental policy if applicable

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Your Pass Requirements
How many staff passes would you require to trade?*
Please see Festival Terms and Conditions for pass allocation. Additions will be deducted from your tender bid at the rate of £230 per pass
Please confirm how many staff passes you would require to trade?*

Please state your camping requirements using the table below, each pitch allows space for a 2-3 berth tent.

	1 pitch	2 pitches	3 pitches	4 pitches	5 pitches	6 pitches	7 pitches
Cherry Hinton Tent (£75.00 charge per pitch)
Cherry Hinton Hall Caravan (£145.00 charge per pitch)
Coldham's Common Caravan (£40.00 charge per pitch)
Coldham's Common Tent (free per pitch)

Safety Documentation & Other Information Required
Please include the following with your application. Your application will not be considered if the following is not included.
Please upload a copy of your Health & Safety Risk Assessment *

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Please upload a copy of your Third Party Liability Insurance (minimum £5 million) *

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Third Party Liability Insurance Expiry/Renewal Date *

DayMonthYear
Date
Please upload a copy of your Fire Risk Assessment *

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Please upload a copy of any First Aid Training Certificates *

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Please upload a copy of any Gas Testing Certificates *

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Please upload a copy/copies of any Electrical Testing Certificates/PAT Testing Certificates *

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Preferred Payment Method*

BACs or Internet BankingSecure online payment through websiteDebit card payment by phone
Please upload photos of your setup*

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Website
Facebook
Instagram
Twitter
Other
By selecting yes, I given consent for Cultural Services of Cambridge City Council to store any contact details and sensitive information submitted through this form for the purposes of managing my engagement with the event. Cultural Services will keep your details secure and we will never pass on your information to a third party without prior permission unless it is a requirement for us to do so in order to successfully manage your engagement with the Cambridge Folk Festival.*

Yes
Should be Empty:

Sessions Cafe Catering Application Form

Sessions Cafe Specification

Event Information & Terms and Conditions

Your Company Details and Contact Information

Your Bid

Your Dimensions & Setup

Your Power

Food Safety Pack

Food Safety Questionnaire

Outdoor Event Gas Safety Checklist

Environmental/Ethical Impact Statement

Your Pass Requirements

Safety Documentation & Other Information Required