FORWARDS + FRIDAY SHOW TBA 2026 Terms and Conditions for Food Traders
Please read the following Terms and Conditions carefully. They will apply to all traders who are invited and accept to trade at Forwards 2026.
Definitions
1.01 The terms ‘you’, ‘yours ’and ‘trader’ refers to the person on the application form.
1.02 The terms ‘Forwards 2026 / TL Promotions Ltd’ and ‘we’ refer to the festival organisers.
1.03 The term ‘food trader’ refers to one who sells food or drink.
Payment
2.01 Reservation fees, including any charges for power and other extras, must be paid in full by bank transfer to TL Promotions 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 MUST use our till system for all cash / card / contactless transactions.
2.03 All traders are required to pay an eco bond (charged from your gross takings if the requirements are not met – also see sustainability, section 8, as fees for non-compliance are in place).
2.04 All caterers MUST accept crew meal tokens. One voucher must be accepted in return for decent meal. We will reimburse you £7.20 (excl VAT) per voucher.
2.05 Please ensure that your pitch is signed off by the Trader manager before departing from site, and also send a photo to the trader phone. 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.
Insurance
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.
Losses
4.01 By accepting these terms and conditions, you acknowledge that TL Promotions 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.
On Site
5:01 Traders must adhere to the site Code of Conduct, Site Safety Rules Doc and Site Safety Briefing Doc.
5.02 There are a limited number of passes available for your staff. You will be informed of this number in your confirmation letter.
5.03 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.
5.04 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.
5.05 Access to the site is from: 09:00 - 00:00 on event days, and 09:00 - 20:00 on pre-event day (Thursday 27th August) unless granted clear written permission to arrive at a different time.
5.06 Food & Sustainability inspectors will be making their rounds to inspect your stalls.
5.07 Set up to be completed by 14:00pm on FRIDAY 28th August. Public trading hours are:
Friday 28th 16:00 pm - 23:00pm
Saturday 29th 12:00 pm – 23:00pm
Sunday 30th 12:00 pm – 22:00pm
5.08 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.
5.09 All other vehicles must be removed from public areas by 10:00am and not return until after Egress has finished (around 12:00am) or the all clear has been given by Event Control.
5.10 All traders must be clear of site by 13:00 on Monday 31st August unless granted clear written permission.
5.11 Vehicles must move at a maximum speed of 5mph on site.
5.12 We operate 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.
5.13 Trader vehicles breaking these safety rules may be fined or in extreme cases, asked to cease trading and leave.
5.14 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.
5.15 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. 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 Forwards 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 TL Promotions 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 No camping is available on-site. Traders must make their own arrangements.
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 25 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)
- Hygiene 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 Forwards 2026.
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.
Hygiene certificate(s) must be displayed on the stall.
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 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.
7.06 Traders must provide a full menu, with ingredients, allergens and dietary categories accurately listed, within the application. Dietary categories include: Gluten Free, Gluten Free Option, Dairy Free, Egg Free, Nut Free, Soya Free, Halal, Kids, Vegetarian, Vegetarian Option, Vegan, Vegan Option
7.07 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 Sustainability – General Responsibilities and Commitment
As a trader at Forwards, you are required to:
Comply with our trader sustainability requirements as outlined below.
Upload all required documentation and information before arriving on site.
Understand that Team Love will conduct on-site sustainability audits, and has the right to halt you from trading if you have not met the essential criteria outlined in our policy.
Source ingredients ethically and sustainably, and promote this at your stall.
Make an effort to reduce the environmental impact of your operations, through reducing waste, energy and water consumption, and travel emissions wherever possible.
8.02 Sustainability Requirements
Before the show
Attend the pre-show trader sustainability meeting.
Upload all required documentation before you arrive on-site, including but not limited to, sustainability policy, full menu with allergen information, and serveware / product sustainability credentials.
Designate a sustainability liaison within your team. They will need to send requested documentation, communicate with Team Love before the show and on site, and ensure adherence to sustainability practices throughout the event.
Sustainability requirements and resources will be communicated to you via email, please contact us if you need this information in a different format.
Food & Drink Procurement
Traders must make efforts to source sustainably, ethically and locally produced (within 200 km), products where possible, with specific emphasis on:
Meat, Fish, and Dairy: Careful sourcing with a preference for locally reared, RSPCA assured, organic, and MSC certified. Eggs must be organic or very free range.
If you serve meat, you must have at least 1 plant based main meal. We prefer a 50/50 meat to vegetarian menu.
Ensure your menu consists of at least 10% organic ingredients.
Fairtrade certified tea, coffee, and cacao.
Imported products such as tropical fruits, palm oil and avocado must show evidence of sustainable and ethical origin and welfare (e.g. through Fairtrade certification).
Support and maximise use of suppliers and producers within the local area.
Serveware & Cleaning Products
Use only certified home or industrial compostable serveware, including food trays, plates, bowls, lids, cups, greaseproof paper and sauce pots.
Only use unbleached napkins and FSC-certified wooden cutlery.
Single use plastics are strictly prohibited in the arena. You must use multi-serve condiments and reusable tupperware, bottles, etc.
Do not use toxic chemical cleaning products such as sprays, handwashes or washing up liquids that could run off and damage the site. Use non toxic cleaning products such as Delphis Eco.
You are responsible for all of the materials you bring to site, please consider the life cycle of every product and the packaging it comes in.
Waste and Resources
Rethink, Refuse, Reduce, Repair, Reuse, Recycle
Use the correct bins and leave no trace on the festival site.
Redistribute or recycle surplus food where possible; you must not dispose of edible food in general waste.
You are responsible for the oils, gas canisters, and soft plastics you bring to site, please take them with you and reuse or recycle them.
Take steps to conserve water and energy on-site.
8.03 Please cooperate respectfully with Team Love’s sustainability team, who will be on-site to assist you, audit and ensure compliance with sustainability practices. We recognise that each business is unique, with different strengths, knowledges and challenges, and we encourage you to share these with us.
8.04 By agreeing to trade, you acknowledge and commit to meeting our sustainability standards. Non-compliance with these policies may result in a financial deduction, and/or stopping you from trading until the essential sustainability criteria is met.
Prohibited Items
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
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 TL Promotions Ltd events in future years.
9.03 Traders may not offer:
· Phone charging at their stall unless agreed in writing.
· Cashback
Event cancellation
10.01 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 TL Promotions shall be refunded within 21 days and the Trader shall have no further claim made against TL Promotions nor TL Promotions 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.
10.02 Measures for Global Emergency, Pandemic or Epidemics
In the event of a global emergency, pandemic or epidemic the Promoter will comply with all current HM Government Legislation, Regulations and Statutory Guidelines in relation to public health rules, policies and guidance which can be subject to change at short notice.
On the occasion that safety measures are in place to mitigate the risk of a global emergency, pandemic or epidemic the promoter retains the right to change entrance policies according to government advice. Non-compliance may result in denied Entry or ejection. You recognise the inherent risk of exposure to a global emergency, pandemic or epidemic in any public place and acknowledge that the Promoter is not responsible for illness or death caused as a result of exposure at our event.
If the Promoter is required to reduce the capacity of the event due to a Global Emergency, pandemic or epidemic, Tickets will be cancelled, refunded, or offered as rollovers to a future event based on the purchase date.
The Promoter reserves the right to alter or remove public safety measures in response to government guidance or at our discretion.
10.03 Cancellation
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 TL Promotions by the Trader.
10.04 If the trader changes their mind / pulls out of the event once payment has been received, and TL Promotions cannot find a suitable replacement. The trader forfeits their fees.
Non-compliance
11.01 TL Promotions 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. TL Promotions 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 – 11.02 and indemnify and TL Promotions 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.