Application Supporting Documents
All applicants will be required to supply the following supporting documentation (where applicable). Please ensure you have them ready to upload when you start filling out the application form.
1. 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.
2. Risk Assessment
Businesses with fewer 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:
3. Photograph(s) of Products and Set-Up
The presentation and appearance of your stall is important as is the goods you are proposing to sell. The online application process requires you to upload photos of your stall and products.
4. Evidence of Environmental Health Registration (Food/Alcohol Trader Only)
Proof of food business registration with your local Environmental Health Service (e.g., a registration confirmation letter or a food safety inspection report). This is required for all persons/businesses who provide/sell/serve/handle or produce food and/or drinks (including alcohol).
For information on how to register please see the Government website: Register a Food Business
Please provide your most recent inspection date and a copy of your food hygiene rating (where applicable for your type of food business).
Please note that applications will only be considered for businesses that have been awarded a 4 or above under the National Food Hygiene Rating Scheme.
Where food and drink products form part of an event, we may share relevant information with internal Council services, including Environmental Health, where this is necessary to fulfil our regulatory and public safety responsibilities.
Local Authority Environmental Health Services are responsible for enforcing food safety, food standards and health and safety legislation at events. This may include undertaking inspections, compliance checks and other regulatory interventions before, during or after an event.
5. Training Records
Stallholders should ensure that all food handlers are supervised, instructed and/or trained in food hygiene matters to a level appropriate to their work activity.
Food handlers must have completed the Food Hygiene Level 2 Training as a minimum. Copies of these training records should be available for inspection.
6. Food Management System
Food traders must ensure that the food and drink they sell is safe to consume and protected from contamination or degradation at every stage of food processing, from the purchasing of products/ingredients, delivery and storage through to food preparation and service to customers.
It is a requirement of Regulation (EC) 852/2004 for food traders to have a written Food Safety Management System in place, based on the internationally recognised principles of Hazard Analysis Critical Control Point (HACCP). Examples of suitable systems include:
- The NCASS Safety Management System
- Food Standards Agency Safer Food, Better Business (SFBB)
- Food Standards Agency Scotland Cook Safe Manual
- Company-specific HACCP based systems
7. Allergen Management
Stall holders serving food or drink must have undertaken a risk assessment for allergen management and have full, effective procedures in place to control the risk of food intolerances or allergy. For more information, please see Allergen guidance for food businesses https://www.gov.uk/government/publications/allergen-guidance-for-food-businesses
Allergen information must be available to consumers at the event. Stallholders must provide this information to consumers in the following formats: information sheets, signage, menu boards or verbally by staff. Where specific allergen information is not available on display then the stallholder must have a sign to explain how it can be obtained.
8. Evidence of Trading standards registration (Pet/Animal Feed Trader Only)
9. Fire and relevant safety Certificates
PAT Test Certification
Stall holders must ensure all electrical equipment has been PAT tested and provide current documentary evidence.
Gas Safety Certificates (where applicable)
Carried out by a Gas Safe registered engineer qualified to work on the equipment you are bringing to site.
Chalet Fees
The table below shows the listed fee cost per 1 chalet (including basic electric - standard light fitting) for all 3 days of the Rhubarb Festival 2027.
| Location |
Base Amount |
Amount with VAT (20%) |
| Main Precinct |
£376.30 |
£451.56 |
| Main Precinct - Local Business Rate* |
£338.60 |
£406.32 |
| Under the Canopy@WX |
£125.40 |
£150.48 |
|
Under the Canopy@WX
Local Business Rate*
|
£112.70 |
£135.24 |
* Discount for business rate only applies to businesses registered within the Wakefield District. Evidence may be asked to be provided upon succession.
The main precinct area is located within the pedestrianised city centre around Wakefield Cathedral. This is the main festival area and also hosts street entertainment, food stalls and cookery demonstrations.
Under the Canopy@WX is a covered area outside the entrance to Wakefield Exchange, a large indoor events and food & drink venue that also serves as the main event hub for the festival as well as hosting entertainment, workshops and fringe activity as part of the festival.
Additional Electric Fees
Electricity Packages are available for this event, this consists of a one off charge in addition to the chalet fee. Supplies must be ordered in advance, are single phase and are subject to availability. The chalet fee already includes the basic electric package for the light fitting. The fees below are for additional electric required to power items such as fridges, card reader machines etc.
| Package |
Base Amount |
Amount with VAT (5%) |
| 3amp |
£5.13 |
£5.39 |
| 10amp |
£15.39 |
£16.16 |
| 25amp |
£30.78 |
£32.32 |
About the Chalet
*Actual chalet may differ from image.
All stall holders will be provided with a 3m x 2.5m wooden, barn door style chalet with fold back lower panels, lockable rear door, and a basic internal light to trade from.
There is a trader entrance to the rear (or side depending on layout) and a barn door style entrance at the front; traders can choose to have these open to achieve a ‘walk in’ trading space or closed to create a counter style.
Goods/items for sale must be kept within the confines of the chalet. Building out beyond the limitations of the allocated chalet area will not be permitted. Items are not permitted to be positioned outside of chalet and all items/equipment and goods must be kept within the confines of the chalet. Goods/Items/signage are not permitted to be hung from the hatch of the chalet. Additional space is not available to purchase on the day.
Wakefield Council can also provide a single trestle table please ensure you select the tickbox later in the application if you require one.
Each chalet is a secure, lockable unit. Traders will be allocated one key for the duration of the festival. On their first attendance Traders will be asked to sign for the chalet key and will be responsible for their key and for the security of their chalet and locking it each night.
Keys will need to be returned on Sunday. No deposits will be taken for keys but should a key be lost, damaged or not returned traders will be invoiced after the event for £10.00 to cover the cost of a replacement key.
TEN (Temporary Event Notice)
The stallholder is responsible for applying and paying the fee for a Temporary Event Notice for the sale of alcohol where applicable and for providing evidence of this prior to the event. Please note that this will be for consumption off site only.
Traders should display a copy of their TEN where it can be easily seen and checked by the licensing authority and event organiser.
If you are successful for a place at the event, you will be contacted by the team and they will request that you complete the TEN at that point in the process. Please do not apply for the TEN until you have had your place at the festival confirmed.
Water
Please note the event organisers are unable to provide access to drinking/safe for use water on this event site. If you require water, you will need to provide your own.
VAT
All prices are subject to VAT. If you are VAT registered you will be able to reclaim the VAT amount in full from HMRC, and we will supply VAT receipts where requested - this can be outlined in the form below.
If you are NOT VAT registered you will not be able to reclaim the VAT charged and will have to pay the full amount including the VAT cost.