Application process
• Applications must be made using this online form.
• The application deadline is: Monday 13th April 2026.
• Successful applicants will be notified within 10 working days of receipt.
• Unsuccessful applicants will be notified within 10 working day of receipt.
Set Up Arrival and Departure
• Arrival Friday 15th May 1300 – 1900 for setup.
• Arrival Saturday 16th May from 0630 for setup and live event from 1000.
• There will be no vehicle access will be allowed after 0830.
• Do not arrive early, or late, as access cannot be permitted outside the above times.
Build-Up and Breakdown
• During build-up and breakdown, the site is classed as a construction site and all persons on site must adhere to the site rules. Build/breakdown phase is classed as any time prior to or after the live event.
• Please be aware there may be construction still being undertaken in the build-up. The site is to be clear of exhibitors until the construction supervisor deems it safe for exhibitors to enter.
• Children are not permitted on site during build and breakdown. Where this is unavoidable your child(ren) must remain in your vehicle or with you at all times. They are not permitted to move freely about the site unaccompanied.
Vehicles on site
• All vehicles are to be parked off site during the event opening hours.
• We hope that there will be designated parking available which each trader have one allocated space. This is to be confirmed prior to the event.
• Speed on site is 5mph.
• All vehicles are to be clear of the event site by 0900.
• Drivers are to follow the instructions from Events Organisers team.
Cancellation/Inclement Weather
• Should the festival management cancel the festival, fees paid will be refunded in full.
• Refunds will NOT be made, full or partial, should trading not meet your expectation.
• As our weather conditions can be unpredictable it is our intention to run this event regardless of the weather. In the event that the weather is deemed unsafe and cancelled by Whitchurch Town Council all exhibitors/traders will receive a full refund.
• Traders who decide to withdraw from the event will not be refunded their pitch fee.
Health and Safety
• The right of inspection is reserved by the Event Organisers, the Environmental Health Officer, Licensing Officer or any member of the Safety Advisory Board, before, during and after the festival.
• Safety is everyone’s responsibility.
• It is essential that all traffic routes and emergency exits are to be kept clear at all times.
Insurance
• All exhibitors require at least £5m public liability.
• Copies of these documents MUST be submitted with your application form.
• In date insurance documents will be required for the event.
Risk Assessment
• In order to comply with Health and Safety legislation we require of copy of your event specific risk assessment with your application.
• If you do not have a risk assessment please contact fun@shropshirefestivals.co.uk to ask for a template to use to write your assessment.
First Aid
• If you need medical assistance, there will be an experienced first aid team on site. Alternatively, they can be contacted by any Festivals Team member with a radio.
• In an emergency never hesitate to dial 999 from a mobile phone
Green Issues
• Rubbish must be placed in the recycling bins.
• All caterers must use biodegradable serving containers, plates, cups knives and forks.
• Please provide re-usable tea/coffee cups if possible.
Security
• If you have any security issues, please contact our security team. They can be contacted by any team member or member of security staff.
• There is security for the duration of the event.
• Please note that there isn’t a perimeter fence to the event area – any equipment is left entirely at your own risk.
Safeguarding
• We ask that all children involved in the event wear a yellow wristband with contact telephone number in case of becoming separated from their group.
• These wristbands will be available from any of the Shropshire Festivals Team (in Pink).
Further Questions
• If you have any further questions please do not hesitate to contact us on fun@shropshirefestivals.co.uk.
Declaration
I/We indemnify Whitchurch Town Council and Shropshire Festivals Limited (the Event Organisers), against any claims made against them for the loss, damage, injury or otherwise aiding from the acts, omissions or negligence of our employees or other persons engaged by the business in the erection, dismantling or operation of our exhibitor/trade stand at the Whitchurch Food and Drink Festival hosted by the Event Organisers. In addition, we confirm that sufficient Public Liability Policy of £5M is in place to cover such risks.