EMF Food Trader Application Form

Food Trader Space Application Form

This application form is for payments made by BACS for EMF - King's Grove
Thank you for your interest in trading at England's Medieval Festival – King's Grove 2027, taking place on 28, 29 & 30 August 2027.

All Food Trader applications are subject to review and approval by the Festival Organisers. In reviewing applications, we consider the proposed food and drink offering, menu and pricing, trading setup, space requirements, and the overall mix of food traders attending the Festival.

Submitting this application does not guarantee acceptance or reserve a trading space.

Once we have reviewed your application, we will contact you to confirm whether you have been accepted and provide details of the next steps, including any applicable payment arrangements.

Your trading space will only be confirmed once you have received written confirmation from the Festival Organisers and completed any required payment arrangements.

We encourage you to provide full details of your proposed offering to help us assess your application.
Note: All items marked with an asterisk * are required.

Do not fill in this form using only capital letters throughout. Please use Upper and lower case where applicable.
Today's Date

DayMonthYear
Your Contact Information
Full Name

First NameLast Name
Trading Name
Trading Address

Street Address

Street Address Line 2

City / TownCounty

Postal CodeCountry
Primary E-mail
Secondary E-mail
Work Phone Number

Country CodePhone Number
Mobile Phone Number

Country CodePhone Number
Website
Facebook Page
Instagram

Select your Trading Space & Other Requirements (*subject to approval)

Pay £575 Non-Refundable Deposit Now (to hold your space) £575.00

Quantity

Pay £575 Non-Refundable Balance by 31 March (to confirm space)£575.00

Quantity

Pay Total £1100 Non-Refundable Total Amount Now (to confirm your space now)£1,100.00

Quantity

Pay Total £1250 Non-Refundable Total Amount Now (to confirm your space, if booked after 31 January)£1,250.00

Quantity

Pay £650 Non-Refundable Deposit Now (to hold your space) PLUS 15% of Total Gross Sales + VAT at the completion of the festival. £650.00

Vendors must provide a full set of z-readings, from all sales (Card and Cash), at the close of the event and the percentage owed must be paid before leaving site and within 24 hrs of the event closing time.

Quantity

Table Hire (6ft x 2ft)£20.00

Quantity

Chair Hire£7.50

Quantity

Electric £125.00

Click the Electric box, and then select your required socket(s) amp, running time and quantity of each socket(s) - subject to change based on the costs for supply:

	Quantity	Price
£125 (12hrs/day) - 13amp socket; single phase (2.3kW per 13A socket)		£125.00
£175 (24hrs/day) - 13amp socket; single phase (2.3kW per 13A socket)		£175.00
£195 (24hrs/day) 32 amp socket; single phase (5.8kW per 32A socket)		£195.00
£25 - Adapter - 16 Amp to 13 Amp		£25.00

Wheelie Bin (1100L) - Price per lift (no cooking oils allowed)£50.00

Number of Lifts

IBC (1000L Waste Water IBC - Cost includes emptying/servicing)£175.00

No grease, fat or oils must be placed in the IBC units whatsoever. Vendors must remove their own grease from site and dispose of it appropriately.

Number of Empties

Fire Extinguisher Hire£50.00

Quantity

Waste Bond (Required)£100.00

All Food Traders must pay a Waste Bond of £100 + VAT which is charged as an up-front cost, and will be refunded by BACS to the Trader's nominated bank account, within 7 days of festival close (or deducted from what the Traders owes the festival) provided that the Traders area is left without waste or refuse in their space, and these items have been disposed of correctly or taken home for disposal.

Quantity

Additional Weekend Trader Passes£45.00

Each trading space includes four (4) weekend trader passes. Additional weekend trader passes are £45 each (for extra trader staff who are required to work in your trading space all day/each day of the event including Participant camping area access - not for use by family and friends for event entry only).

Quantity (select how many you require)

Enter coupon

Subtotal Tax Total £0.00

BACS Payment - Application Approval & Payment
Please do not make any payment when submitting this application.

All applications are subject to review and written approval by the Festival Organisers.

If your application is successful, we will contact you with confirmation of your acceptance, the agreed trading arrangements, the amount payable, and BACS payment instructions.

A trading space is not reserved or confirmed until written acceptance has been issued by the Festival Organisers and any required payment has been received.

Payment made without prior written approval does not constitute acceptance or guarantee a trading space.Please include your trading name in the notes for your payment, and email us once you have made your payment.
Your Food Trading Details
Trading Space Size Requested (See image below as a guideline)
Please indicate your intended Hours of Operation (please check any or all appropriate)
Please provide a full description of your food trading space set-up, including serving area, type vehicle, trailer, tent, decorations, signage and back area
This information could effect your selection and/or location in the trading area
TRADING SPACE - Please upload (or email info@englandsmedfest.co.uk) photograph(s) of your Food trading space

Upload a File

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Please include ALL the products (food & drink) that you plan to sell at our festival, so as to avoid being placed beside a trader selling the same product.
Failure to disclose your full product range could result in being relocated after setting up.
MENU - If available, please upload (or email info@englandsmedfest.co.uk) a copy of your food and drink menu and prices

Upload a File

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Please confirm whether or not you agree to offer Festival Participants a small complimentary Discount on the cost of food?(i.e. Other Traders, Re-enactors, Performers, Festival Staff etc,) If so, please indicate the amount or percentage of the discount per food item you will offer. Thank you very much for your support!
Note that all Festival Participants will be identified by a specific colour wristband(s)
Menu & Product Approval Declaration

I/We confirm that we will only sell the food, beverages, and products listed and described within this application form and subsequently approved by the Festival Organisers.

I/We understand that:

• All menus, product ranges, and pricing are subject to prior written approval by the Festival Organisers.
• Any additions or changes must be requested in advance and may not be permitted.
• Failure to fully disclose our product range at application stage may result in the removal of unapproved items, relocation of our trading unit, or removal from the Festival site.
• No trading fees or pitch payments will be accepted until written approval has been issued by the Festival Organisers.

I/We acknowledge that approval is granted at the sole discretion of the Festival Organisers.
Menu & Product Approval Agreement
FOOD & DRINK MENU
I/We agree to only sell those goods listed and described in this application form in my trading space. Failure to disclose my full product range could mean that I am asked to move after you have set-up and/or remove un-approved items. Pre-approval on menus and prices will be necessary at the time of booking. No payments will be accepted until you have been approved and advised of your acceptance.
Operational & Safety Questions
Will you be using any of the following?

Other
Power Supply (please check appropriate)
What are your Water Requirements?
What is your Waste Plan?
Insurance & Compliance Uploads
PUBLIC & PRODUCT LIABILITY INSURANCE CERTIFICATE

Upload a File
Please upload (or email info@englandsmedfest.co.uk) with an up-to-date copy Cancelof
FOOD HYGIENE RATING / REGISTRATION CERTIFICATE

Upload a File
Please upload (or email info@englandsmedfest.co.uk) with an up-to-date copy Cancelof
FOOD SAFETY / FOOD HYGIENE TRAINING CERTIFICATE

Upload a File
Please upload (or email info@englandsmedfest.co.uk) with an up-to-date copy Cancelof
HACCP DOCUMENTATION

Upload a File
Please upload (or email info@englandsmedfest.co.uk) if available on request Cancelof
GAS SAFETY CERTIFICATE

Upload a File
Please upload (or email info@englandsmedfest.co.uk) with an up-to-date copy Cancelof
PAT TESTING CERTIFICATE

Upload a File
Please upload (or email info@englandsmedfest.co.uk) with an up-to-date copy Cancelof
Insurance & Food Safety Compliance – Food Traders
On behalf of myself/ourselves and all staff, contractors, and representatives attending under our booking, I/we confirm that we hold and will maintain valid Public Liability Insurance and Product Liability Insurance for the full duration of our participation at England’s Medieval Festival (EMF) – King’s Grove, taking place at Pippingford Park, East Sussex on 29, 30 & 31 August 2026, including all set-up and breakdown periods.Such insurance shall:• Remain in force for the entire period of attendance• Provide adequate cover for all food preparation, cooking, handling, storage, service, sale, use of equipment, use of gas or electrical appliances, generators, and interaction with members of the public• Provide a minimum indemnity limit of £5,000,000 per claim (or such higher amount as required by the Festival Organisers or landowner)• Cover all staff and persons working under our bookingI/We agree to provide a valid certificate of insurance upon request and prior to arrival on site.Food Safety & CertificationI/We further confirm that we hold and will provide all required and applicable food safety documentation and certifications, including but not limited to:• Current Food Hygiene Rating (where applicable)• Food Safety / Food Hygiene Training Certificates• HACCP documentation• Gas Safety Certification (if applicable)• Electrical PAT testing certification (if applicable)• Allergen information and compliance with current UK food allergen legislationI/We understand that failure to provide appropriate insurance or food safety documentation may result in refusal of trading permission or removal from the Festival site without refund.
Declarations, Agreements & Consents
Thank you for your interest in trading at England's Medieval Festival – King's Grove 2027, taking place on 28, 29 & 30 August 2027.

All Food Trader applications are subject to review and approval by the Festival Organisers. In reviewing applications, we consider the proposed food and drink offering, menu and pricing, trading setup, space requirements, and the overall mix of food traders attending the Festival.

Submitting this application does not guarantee acceptance or reserve a trading space.

Once we have reviewed your application, we will contact you to confirm whether you have been accepted and provide details of the next steps, including any applicable payment arrangements.

Your trading space will only be confirmed once you have received written confirmation from the Festival Organisers and completed any required payment arrangements.

We encourage you to provide full details of your proposed offering to help us assess your application.
Insurance & Food Safety Compliance Declaration
Thank you for your interest in trading at England's Medieval Festival – King's Grove 2027, taking place on 28, 29 & 30 August 2027.

All Food Trader applications are subject to review and approval by the Festival Organisers. In reviewing applications, we consider the proposed food and drink offering, menu and pricing, trading setup, space requirements, and the overall mix of food traders attending the Festival.

Submitting this application does not guarantee acceptance or reserve a trading space.

Once we have reviewed your application, we will contact you to confirm whether you have been accepted and provide details of the next steps, including any applicable payment arrangements.

Your trading space will only be confirmed once you have received written confirmation from the Festival Organisers and completed any required payment arrangements.

We encourage you to provide full details of your proposed offering to help us assess your application.
Fire & Safety Declaration
Liability & Indemnity Declaration – Food Traders

In consideration of acceptance of my/our application and permission to trade at England’s Medieval Festival (EMF) – King’s Grove, taking place at Pippingford Park, East Sussex on 27–30 August 2027, including associated set-up and breakdown periods (the “Festival”), I/we acknowledge and agree as follows:

I/We understand that participation as a food trader at a large public event involves risks including, but not limited to, fire, burns, gas-related incidents, electrical hazards, crowd interaction, weather exposure, equipment failure, food contamination risks, allergen-related incidents, and property damage.

I/We voluntarily assume all risks associated with our participation and the operation of our trading unit.

To the fullest extent permitted by law, I/we release and discharge England’s Medieval Festival Ltd, EMF Events, EMF – King’s Grove, Pippingford Estate Co Ltd, the Estate owners, all Festival organisers, contractors, suppliers, staff, volunteers, officials, sponsors, and associated parties from any claims, losses, damages, or liabilities arising out of or in connection with my/our trading activities at the Festival.

Nothing in this agreement excludes or limits liability for death or personal injury caused by negligence or any other liability which cannot lawfully be excluded under the laws of England and Wales.

I/We agree to indemnify and hold harmless the aforementioned parties from and against any claims, liabilities, losses, damages, or costs arising from:

• Food preparation, sale, or service conducted by me/us
• Allergen-related incidents
• Fire or gas-related incidents arising from our equipment
• Injury to third parties caused by our trading operations
• Damage to site infrastructure or neighbouring traders
• Acts or omissions of my/our staff, contractors, or representatives

I/We acknowledge that we are solely responsible for the safe operation of our trading unit and compliance with all applicable UK food safety, fire safety, and health & safety legislation.
Liability & Indemnity Declaration
Photography & Media Consent

I/We acknowledge and agree that England's Medieval Festival (EMF - Kings Grove), its owners and organisers, may photograph and/or record video footage of me/us and our group members, including all living history activities, displays, performances, and involvement in the Festival, including associated set-up and breakdown periods.

I/We grant England's Medieval Festival (EMF - Kings Grove), and its owners and organisers, a perpetual, worldwide, royalty-free, irrevocable licence to use, reproduce, publish, distribute, edit, adapt, and display such photographs and/or video recordings for any lawful purpose, including but not limited to advertising, marketing, promotional, archival, documentary, and commercial purposes, in any media now known or later developed, without further consent, notification, or compensation.

I/We acknowledge that any photographs or video footage taken by me/us or our group members at England's Medieval Festival (EMF - Kings Grove), including associated set-up and breakdown periods, may be used for personal, non-commercial purposes only. Any commercial photography or filming at the Festival, including associated set-up and breakdown periods, for any commercial use, licensing, sale, distribution, or external third-party promotional use of such images or footage (including social media pages, groups, or organisations), requires prior written approval from the organisers of England's Medieval Festival (EMF - Kings Grove).

I/We confirm that I/we have the authority to agree to these terms on behalf of all members of our group.

This agreement survives the conclusion of the Festival.
Photography & Media Consent Confirmation
IMAGE CONSENT WAIVER
I/We agree to allow the festival organisers to take and to use images (moving or still) of myself and/or my group while taking part in England's Medieval Festival for any and all purposes whatsoever, without restriction, limitation or condition, including, without limitation, in connection with any and all advertising and promotional purposes and have unrestricted use of these images, without any royalty or further payment.
Have you attended our Festival in the past?
If you have attended our Festival in the past, what year or years?
How did you hear about England's Medieval Festival?
Special Requirements or Requests
Please note that we cannot guarantee to provide any of your requirements or requests, however we will do our best to support you.
Privacy Notice
We respect your privacy. Personal data provided on this form will be used solely for Festival administration, safety, insurance verification, and event communication. Your information will not be shared with third parties without consent.
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Food Trader Space Application Form

Note: All items marked with an asterisk * are required.

Select your Trading Space & Other Requirements (*subject to approval)*

Select your Trading Space & Other Requirements (*subject to approval)