We're excited to invite you to apply for a space at our upcoming Light Up events in Castleford, Ossett & Pontefract. 

This application form is aimed at charities, local organisations, and community groups looking to raise awareness of their organisation or cause, and provide an opportunity for you to connect with visitors at our events. Please ensure you explain your intentions and aims for standing at the event in the form below.

Structure

Applicants must be able to provide their own structure and this must be no bigger than 3m x 6m. Please ensure you state within your application the size of your structure, how it will be weighted and some images if posible. 

Goods/items for sale and any activities must be kept within the confines of the gazebo. Building out beyond the limitations of the allocated gazebo area will not be permitted. Items are not permitted to be positioned outside of the gazebo and all items/equipment and goods must be kept within the confines of the gazebo. Additional space is not available on the day.

Please Note: Applicants are encouraged to provide their own gazebo structure. While we will make every effort to accommodate those without one, alternative arrangements cannot be guaranteed.

Fee

There is no charge for community groups and charities.

Power & Water 

There is no power or water available on site at the event. 

Parking

Parking is available across Wakefield Council Car Parks at your own discretion. Please note Specialist Markets and Events will not be held responsible for any parking tickets incurred.

Wakefield Council Car Parks

Application Criteria

Wakefield Council is committed to partnership working and therefore we have a limited number of free of charge event spaces to offer to services and organisations based within the Wakefield District whose aims, and objectives meet or compliment our own.

Through our events and festivals, we aim to:

• Support residents to improve their own health and wellbeing
• Contribute to a stronger local economy
• Support residents to increase their skills, experience, and confidence levels to achieve their potential
• Incidental non-commercial lottery

Incidental non-commercial lottery

Lotteries at events do not require a licence but you must make sure you follow the rules to run an incidental non-commercial lottery legally. This includes tombola, raffles, and sweepstakes.

You can only run an incidental lottery to raise money for charity, not for private gain.

Please refer to the Gambling Commission website for further guidance and information on operating a non-commercial incidental lottery legally. How to run a fundraiser with lotteries or raffles at events (gamblingcommission.gov.uk)

Charitable Collections

If you are a registered charity and you wish to fundraise at the event or sign people up for direct debit payments you are permitted to do this at your stand only and are not allowed to walk around the event site with charity collection tins or charity collection buckets.

You are also not permitted to sell or giveaway any food or drink items (including alcohol). 

Supporting Documentation

All applications must be accompanied by the following documentation (where applicable).

Public Liability Insurance                                                                 

A copy of your Public Liability Insurance Certificate (the Council requirement is a minimum of £5 million cover). Please note this is different to Employers’ Liability Insurance.

Risk Assessment

Businesses with less than 5 employees are not legally required to have a risk assessment. If you employ 5 or more employees you will need to submit a risk assessment.

Please refer to HSE website for more information: HSE: Simple Risk Assessment

Your risk assesment must include a section for the structure you will be trading from including, set up, derig & adverse weather conditions. 

Letter of Authority 

If you intend to collect funds for or on behalf of a registered charity, you will need to provide a letter of authority from the appointed charity to confirm that you have been authorised to collect funds on the charity's behalf. If we do not receive a copy of this letter, you will not be able to collect funds at the event.

Charity Commission Register

Only charities that are registered with the Charity Commission will be permitted to stand at the event - with the exception of any charities that are classed as 'excepted or exempt'. The application form will ask you to provide your registered charity number, or proof or 'excepted or exempt' status.

Application Closing Date

Applications will close at 11:45pm on Sunday 20th September 2026

Once applications have closed, if any of the above documents have been submitted incorrectly or are missing, the application will be treated as incomplete and you will not be given preference during the selection process. Late applications are accepted at the discretion of the organiser and will be placed on a waiting list.

All applicants will be notified of the outcome of their application by Friday 30th September.

The Council is responsible for the organisation of the festival and the applicant has agreed to take the licence to occupy the pitch on the terms and conditions set out in this Agreement.

Please ensure you read and comply with the terms and conditions outlined as this will form your contract with Wakefield Council.

1.  Trading Times

Trading may take place from 12pm on specified event dates. The events will close at 6pm for Castleford and Pontefract events and close at 7pm for Ossett. Trading must cease at this time. 

Please note you must stay on site until the event has finished. Gazebos & stalls should not be packed down prior to the event finishing time unless otherwise discussed with the event manager. 

2.  Set Up and Clear Down

Access to site for set up is between 9:30am and 11:30am across all Switch-On events. Access to site for clear down is from 6pm for Castleford and Pontefract events and from 7pm for Ossett.

3.  Location of Gazebo

The Council retains the right at its absolute discretion to re-site the gazebo within the festival site where it deems it to be necessary in the best interests of the festival, other festival attendees or as may be required on health and safety grounds or otherwise. Please note space allocations are non-negotiable.

4.  Manning of Gazebo

Gazebos must be manned by a responsible person and remain open during event operating hours.

5.  Goods

Only items approved by Wakefield Council will be displayed, sold and/or promoted at the festival. 

6.  Servicing

Vehicles should be removed immediately upon loading or unloading. The town centre precincts are pedestrianised between 11:30am- 6pm for Pontefract and Castleford and 11:30am - 7pm for Ossett during which time there should be no vehicles on the precinct. Any replenishing of stock, if required, must take place outside these times. All vehicles must be off the festival site by 11.30am.

7.  Exhibitor Area & Storage

Goods/items for sale and any activities must be kept within the confines of the gazebo. Building out beyond the limitations of the allocated gazebo area will not be permitted. Items are not permitted to be positioned outside of the gazebo and all items/equipment and goods must be kept within the confines of the gazebo. Additional space is not available on the day.

8.  Cancellation

If the Festival is cancelled for any reason, Wakefield Council will not be liable for any consequential losses, including but not limited to for example loss of earnings due to cancellation. 

9.  Insurance/Indemnity

You shall provide evidence of adequate Public Liability Insurance (minimum £5 million) which must be valid to cover the dates of the festival. you are liable for all claims arising from the conduct of your services/unit and shall indemnify the Council against any third party claims arising as a result of providing the service. Please note this is not Employers’ Liability Insurance.

10. Food, Drink & Alcohol sales

You are not permitted to sell or giveaway food, drink or alcohol at this event.

11. Music

Playing of music from your gazebo is not permitted.

12. Security

The area is covered by CCTV and there will be members of SIA trained security staff on site. When the festival closes we have a professional security team who will be on duty to look after the festival footprint.

You are responsible for the security of your property whilst on the festival site.

13. Litter

Wakefield Council want our vendors to take greater responsibility for reducing litter and non-recyclable waste at the Light Switch-On events so our visitors can enjoy the event in a safe and litter-free environment. To achieve this Wakefield Council will provide general waste, recycling, and euro bins. These will be accessible, visible, and clearly labelled throughout the event site. Please note – our bins do not accept glass or hazardous waste such as batteries, aerosols, paint, solvents, and oils/oil drums.

All litter left around the gazebo must be cleared at the end of the festival day. Please ensure you use the bins detailed above and not the public bins.

14. Electrical equipment, Gas Appliances & Generators

There is no power provided for you on site.

Generators are permitted however we do specify that they must be diesel and silent. With prior consent caterers may use diesel, silenced and properly guarded equipment that is serviced and complies with all relevant health and safety regulations.

Stall holders must ensure all electrical equipment has been PAT tested and provide current documentary evidence. If the stall holder is using gas appliances they must provide evidence of a gas safety certificate (carried out by a qualified gas safe registered engineer). You are reminded of the health and safety requirements and controls that should be in place where the use of generators or gas cylinders are used. For more information, please see cieh-national-guidance-for-outdoor-and-mobile-catering.pdf. You also required to ensure that your stall/business complies with wider Health and Safety regulations, please refer to the HSE website Health and safety topics (hse.gov.uk)

15. Conduct

The exhibitor shall conduct the sale of their products in a proper, efficient and courteous manner and must at all times conduct their sales in a manner satisfactory to the Council.

16. Demonstrations, Canvassing and Costume Characters

Traders, exhibitors, promoters, and any associated representatives must not undertake any activity that causes obstruction, nuisance, or disruption to visitors, neighbouring traders, or event operations. Canvassing, soliciting, distributing promotional materials, or undertaking demonstrations outside of an allocated trading or exhibition space is prohibited unless expressly authorised by the Event Organiser.

Any demonstrations, performances, or product promotions must be conducted safely, remain within the allocated pitch or designated area, and must not create excessive noise, attract unsafe crowding, impede access routes or emergency exits, or interfere with other event participants.

The use of costume characters, mascots, walkabout performers, or similar promotional activities is not permitted without the prior written approval of the Event Organiser. Any authorised activity must be conducted in accordance with any conditions imposed by the Event Organiser and must not adversely affect public safety, visitor experience, or event operations.

The Event Organiser reserves the right to restrict, suspend, or stop any demonstration, canvassing activity, promotional activity, or unauthorised character appearance deemed unsuitable, unsafe, disruptive, or inconsistent with the aims of the event. Failure to comply may result in removal from the event.

17. Temporary Structures

Exhibitors must ensure that all temporary premises and structures are safe, secure, weatherproof, and maintained to prevent the ingress of water.

Any gazebos, marquees, or similar structures must be constructed from cleanable, fire-retardant materials (minimum B1 fire resistance classification or equivalent), be securely erected to withstand adverse weather conditions, and have all signage, lighting, and attachments safely secured.

Exhibitors are responsible for carrying out suitable risk assessments covering the erection, operation, and dismantling of the structure, including risks associated with fire, electricity, manual handling, working at height, vehicle movements, and public safety.

18.  Management

The stall holder shall observe and comply with and ensure its staff observe and comply with all instructions given by or on behalf of the Council’s management and the Council’s rules and regulations.

19. Parking

We do not provide free parking at this event. Parking will be available for you across Wakefield Council Car Parks at your own discretion. Please note the Council will not be held responsible for any parking tickets incurred.

https://www.wakefield.gov.uk/roads-and-travel/parking/car-parks-across-the-district/car-parks-in-wakefield/

Parking is free in all Wakefield Council Car Parks on Sunday's. Parking restrictions still apply.

20. Sub-Contracting/Gazebo Sharing

Sub-contracting, sub-letting or the sharing of a gazebo or any part of a gazebo is strictly forbidden. We expect the charity/group applying to be the charity/group running and managing the unit on site.

 

Wakefield Council is required by law to protect the public funds it administers. We may share information internally and externally with other organisations responsible for auditing, or administering public funds, or where undertaking a public function, in order to prevent and detect fraud.

We may also disclose information to a Specified Anti-Fraud Organisation for the purpose of preventing fraud under Section 68 of the Serious Crime Act 2007.

Our GDPR Transparency is notice available on our website here: https://www.wakefield.gov.uk/media/itiefmc5/jotform-events-and-festivals-application-privacy-notice.docx

For further information visit https://www.wakefield.gov.uk/about-the-council/budget-and-spending/fighting-fraud.