KGP 2025 Traders Application

KGP 2025 Traders Application

Kelburn Garden Party 2025 (3rd - 7th July). We like Kelburn to be a superb festival in every respect and that means the finest and most interesting food, drinks and retail, all presented alongside vibrant charities and community organisations. If you would like to trade, campaign or fundraise at Kelburn please tell us about yourself by filling in the form below. Applications close on Friday 28th February.
Please read all sections thoroughly and make sure you give accurate information.

2025 will see a full review of all of the Traders that we have at The Garden Party including the locations of these Traders so the more information that you include the easier it will be for us to make our decison.
Contact Details

Please use the boxes below to enter all of your contact details.
Trading Name*
Contact Name*
Address*

Street Address

Street Address Line 2

City/TownArea

Postcode
Main Contact Number*
Email Address*
Business Website
Facebook Page
Instagram Page
Stall Information

Please give us a much information as possible about your stall - even if you have traded with us before.
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When did you last trade at Kelburn?*
Please only fill in if 'Yes' was your previous answer.
Stall information - make sure you select the correct option.

Food - Select if you would like to bring your food stall, van or truck.

Retail - Select if you wish to bring along your retail stall.

Outdoor Workshops - Select this option if you wish to bring along an outdoor workshop setup (stone craft, bush craft, ironmongery etc.)

Charity Stall - Select if you are a registered charity and would like to attend.

Pop up Vendor - Select if you would like to be considered for one of the limited duration pop up stalls for artists/makers which will be curated and selected by the Neverending Glen Team for pop up stalls that complement the style, artistic goals and vibrancy of the festival.
What type of stall are you wishing to bring along to Kelburn?*
Please Note: Please check the list above to make sure you are selecting the correct option. All question options change depending on how you answer.
What structure will you be using to trade from?*
Please Note - Garden Gazebos are not allowed to be used at the Festival. All Gazebos and Steel Frame Stalls must be of commercial quality. All Frames must be anchored correctly to the ground.
If your answer was other to the above question, please use the space below to give us more details.
Please tell us about the flavours you are wanting to bring to Kelburn and why you stand out from the rest.*
Please list what you would like to sell detailing the country of origin or influence. E.g Nepalese clothing, hand-made silver jewellery etc.....*
Please let us know what Outdoor Workshops you would like to bring to the event. e.g stone craft, bush craft, wood work etc.*
Please tell us a little bit about the charity you are intending to represent. Please also list what activities the stall will be providing, what you will be selling and how the sign-up procedure works. We do not allow roaming donation boxes, any donations must be made at your stall.*
We pride ourselves on the way our festival looks and feels and we expect our traders to adopt the same view on their own setups. Is your stall, table, van or tent attractively decorated? A great deal of time is taken over choosing our vendors and an attractive setup is a large part of the decision making process. Please upload a recent picture of your setup and or your products.*

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Food Flow Capacity
Approximately how long does it take you to serve one customer?*
Based on your answer to the above approximately, how many customers could you serve per hour?*
Demand can be high at Kelburn, especially at Breakfast, Lunch & Dinner so we need to know you can cope.
Can you give us a brief explanation of how your Ordering and Queue Management systems work?
Pitch Details

Please make sure you give us as much and accurate information as possible. Any Information that we have not been given will not be taken into consideration when marking out the pitches. These measurements must be accurate as they determine where you will be placed. Include space for parking, tents, tow bars, guys, doors and storage etc. Additional vehicles will need to parked in the crew overflow parking area. We will not allow a large number of vehicle to be parked behind your setup.
Pitch Width in Metres*
Include space for parking, tents, tow bars, guys, doors and storage etc.
Pitch Depth in Metres*
Include space for parking, tents, tow bars, guys, doors and storage etc.
Stall Width in Metres*
This is your stall size Only
Stall Depth in Metres*
This is your stall size Only
If you are able to please upload a drawing or picture of your setup including space for; parking, tents, towbars, guys, doors and storage.

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Water & Gas Information

Water stand pipes are sited at convenient locations throughout the trading areas for traders’ use. There is no additional charge for shared use of these standpipes. Traders who use gas cylinders must ensure they have sourced sufficient amounts for the duration of the festival. For local supply please talk to a member of the Kelburn Garden Party team beforehand. North Ayrshire Council stipulate that all gas cylinders must be caged and situated on a solid and non-combustible surface.
Electrical Details

It is your responsibility to make sure that your equipment is of the correct standard. PAT testing of electrical equipment and cables is available on site at a cost of £6.50 per item. Generators are not permitted to be brought on site.
YesNoI will bring my own Solar Panels
How many 16amp connections do you need?*
£150.00 each - plus returnable deposit £50.00 per cable if required.
How many 32amp connections do you need?*
£225.00 each - plus returnable deposit £50.00 per cable if required.
If you require to give us any other information in regards to power, please use the box below.
Vehicle Details

You must list all vehicles that you will be bringing onsite. Not all vehicles will be able to be parked behind your stalls and may need to be parked up in the nearby car park. We must be made aware of any particularly large vehicles so we are able to find space for them.
How many vehicles will you and your team be brining to site?*
Vehicle Number 1
Vehicle type and registration number
Vehicle Number 1 - Arena or Carpark
Vehicle Number 2
Vehicle type and registration number
Vehicle Number 2 - Arena or Carpark
Vehicle Number 3
Vehicle type and registration number
Vehicle Number 3 - Arena or Carpark
Vehicle Number 4
Vehicle type and registration number
Vehicle Number 4 - Arena or Carpark
Vehicle Number 5
Vehicle type and registration number
Vehicle Number 5 - Arena or Carpark
Please let us know if you require any special vehicle access.
If you turn up with an oversized vehicle that we were not made aware of in advance then the vehicle may not be permitted onto the site.
Accommodation Details

Back of house space at Kelburn is limited so therefore we need as much information as possible about your accommodation. Due to these space limitations there could be instances where you may not be able to camp directly behind your stall.
Will you be staying onsite?*
Please specify what accommodation you will be staying in.*
If your answer was 'Other' to any of the above questions please give details.
Will your staff be staying onsite?*
Please specify what accommodation your staff will be staying in.*
If your answer to the above was 'Other' or you have more than one member of staff staying onsite then please give details below.
Please remember to tell us what each member of your staffs accommodation will be.
Staffing Information

2 Free tickets are included for Charity/Info Stalls - a returnable deposit maybe required.

2 Free day tickets are included for those selected to appear as a pop up vendor.

3 Free tickets are included for all selected Retail stalls.

4 Free tickets are included for all selected Food stalls.

Additional staff tickets (including for child carers) are charged at £80 per adult (for those 18 and over), and £50 for those aged 16 and 17 who are going to work on your stall (under supervision).Tickets for trader's Children to attend are available at a discount price of £50 youth (13 - 17) and £20 Child (5-12).

Children under 5 are free, but still require a ticket. Children under 13 must be accompanied at all times, and everyone aged under 18 must be accompanied after 9pm until the following morning (7am).
Total number of adults?*
Number of youths 13 - 17yrs*
If none please type zero.
Number of children aged 5 - 12yrs*
If none please type zero.
Number of infants aged under 5yrs*
If none please type zero.
Documentation

No pitches will be offered without presentation of current documents.
Shared Document Link
If you have a shared drive that you store all your documents in please add it above.
Risk Assessment Plan

Please combine all Risk Assessments into the one Document.
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Public & Employee Liability Insurance

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Food Hygiene Certificates

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PAT Test Certificates

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(Local Authority) Environmental Health Inspection Form

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(Local Authority) Environmental Health Food Registration Form

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Gas Safety Certificates

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Certificates, Menu or any other Documents

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Additional Information
Tuesday 1st JulyWednesday 2nd July
Please use the space below to to give us any additional information to support your application.
Thank you for Applying to Trade at The Kelburn Garden Party 2025

Your application will be considered and you’ll hear from us by Friday 4th April 2025.

Please do not send any money, an invoice will be sent to you if you are invited to trade at Kelburn this year.

Terms and conditions of trading can be found by clicking here. An application to trade at KGP25 indicates an acceptance of these terms and conditions.
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KGP 2025 Traders Application

Contact Details

Stall Information

Pitch Details

Electrical Details

Vehicle Details

Accommodation Details

Documentation

Additional Information