Terms & Conditions

Caterer and Trader Terms & Conditions

Companies are required to comply with this agreement. If an Exhibitor is closed down and/or evicted from site for contravening any of these terms and conditions or Environmental Health standards, they shall lose their deposit and will not be allowed to trade at the Festival.

no.	T&C’s	Interpretation
1	Definitions	The Organiser: Greenbelt Festivals. Exhibitor: caterers, traders, craft people, charities, non-commercial groups and companies wishing to exhibit within the Trade Space at the event. Trade Space : the term Trade Space indicates the area where an Exhibitor is trading from.
2	Applications	All applications for Trade Space should be submitted via the online system to The Organiser. No Trade Space can be guaranteed until full payment has been received and The Organiser has issued a confirmation letter. All personnel and vehicle passes need to be purchased or ordered as part of your application. Additional passes may be available on site at an additional cost.
3	Site position and arrival	Once sited by the Festival, units should not move under any circumstances bar an emergency, without the agreement of the Trader Management Team. Trader & Caterers must arrive between 08.00 and 20.00 on Wednesday 25th or 08.00 and 20.00 Thursday 26th August. There will be no earlier access to site unless agreed in writing by prior agreement – those with prior agreement must arrive between 18.00 and 20.00 on Tuesday 24th August. Only Market Stall holders are permitted to arrive on Friday 27th August, between 08.00 and 12.00. All Exhibitors must be ready to trade from 12 noon Friday 27th August until Greenbelt Festival closes at midnight on Monday 30th August.
4	Vehicles	All vehicles on site must display the correct vehicle pass All vehicles are brought on site at their owners’ risk, and must be suitably insured. Greenbelt Festivals cannot accept any responsibility for any loss or damage that may occur. Vehicle usage must be kept to a minimum. Vehicles being used in an irresponsible or uncooperative way, or vehicles parked in the incorrect space will be towed off-site at the owner’s expense. There is a 5-mph speed limit on site at all times. For health and safety reasons vehicle movement will be restricted during the festival. We will confirm the details of these restrictions closer to the Festival. Only Diesel run vehicles are permitted to be parked behind the Trade Space.
4	Storage vehicles / cold units	In most cases, vehicles with a valid pass and cold units may be parked behind your stall; however there are some areas where restrictions occur. There is provision for vehicles to park in car parks nearby.
5	Unloading	Only one stock vehicle is permitted within the trade site area while unloading and loading.
6	Car Parking	Vehicles that need to be parked as part of your pitch will need a valid car pass that can be purchased as part of your application. Additional car parking passes may be purchased at the discretion of The Organiser. Any additional vehicles must park in the designated Car Park. Any vehicle irregularly parked in the event site or obstructing exits must be moved immediately.
7	Deliveries	The Exhibitor is responsible for arranging their own deliveries. The Exhibitor must arrange to meet their delivery outside of the Production Reception. The Organiser cannot take responsibility for Exhibitors deliveries and will not hold these for Exhibitors.
8	Trade space	Trade space does not include any structure or weather protection. This must all be provided by the Exhibitor and these are not available for hire or purchase on site. Space is extremely limited on site. Your application must state the exact size you require including all storage areas, cold units, tow bar etc. Traders, who, on the day, require more space than stated, may be moved to an alternative site however this is subject to availability. Depths greater than 8m may require additional payment.
9	Trading	Greenbelt Festivals will not accept responsibility for the level of trading during the event. No rebates or compensation will be given to traders as a result of adverse weather conditions, security alerts or as a result of changes in performance programmes.
10	Assignment	This application is personal to the Exhibitor and shall not be assigned, transferred or apportioned. No more than one business entity may exhibit or operate in a single exhibition Trade Space without the written permission of The Organisers of the event. Further, Exhibitors shall display their products and conduct business only within their own exhibition Trade Space.
11	Stall Management	The Exhibitor shall provide an adequate number of staff for the operation of the trade site and ensure that such staff are over the age of 16, adequately trained, clean, civil, sober and well presented at all times. The Organiser may require the Exhibitor to remove any member of staff that in the opinion of the Organiser does not meet these standards. The use of offensive or abusive or threatening language by the Exhibitor or its staff will breach this clause.
12	Rubbish	Exhibitors are responsible for keeping the 10 metre area in front of their stall and the back of space tidy and free of rubbish. Refuse must be removed regularly and not cause a fire hazard or restrict emergency escape routes from the unit. All rubbish must be put into the appropriate containers which are emptied regularly. All food waste must be stored in sealed containers/ bags and not be accessible to wasps/ flies or vermin. Caterers must leave their site as they found it. Caterers leaving any rubbish, furniture, equipment or structures will be charged for the cost of disposing of the rubbish and may not be invited to trade at future festivals.
13	Damage to the Ground Surface	Any Exhibitor or contractor wishing to break the ground surface for the purpose of erecting an exhibit/marquee must first contact The Organiser to seek prior consent. Any Exhibitors or contractor causing damage to any part of an event site or any other area will be liable to the cost of reinstatement.
14	Flooring in food prep areas	All food preparation and storage areas must have a durable non slip, hygienically cleanable floor. Tarpaulins or similar are not suitable.
15	Menus and prices	These must be clearly displayed to the public throughout the Festival. Accepted Caterers bids are without any guarantees of custom or income from Greenbelt.
16	Meal vouchers	Meal vouchers can be returned at the Festival during the following times: Sunday: 10:00 – 12:00 Monday: 09:00 – 10:00 & 19:00 – 20:00 Tuesday: 09:00 – 10:00 Please note that vouchers redeemed on Tuesday will not be reimbursed at the festival. In addition vouchers can be returned to the Greenbelt Office at the following address no later than 14 days after the Festival. Caterers who send in Meal Vouchers by this date will be reimbursed no later than 1st November. Vouchers received after this date will not be reimbursed.
17	Exclusive Rights	The granting of exhibition Trade Space does not guarantee the Exhibitor sole right of selling or promoting their particular commodity or service unless The Organiser approves such agreement in writing. Sub-contracting stalls or a part of stalls is not permitted.
18	Hours of Exhibition	The Organiser reserves the right to alter the hours of operation at the event without advance notice to Exhibitors, visitors and other persons. No portion of an exhibit must be dismantled by an Exhibitor before the close of the event and on the last day of that event.
19	Fees and Payment	All fees stated are exclusive of VAT. If your application is successful you will be invoiced for 100% of the fee during June. Caterers will be invoiced in two instalments 50% in June and 50% in July. All invoices must be paid within 30 days. Failure to do so will result in your pitch being offered to another caterer or trader. You will not be allowed to trade unless your full balance has been paid before the festival.
20	Default by Exhibitors	Exhibitors shall be in default under the general conditions of this application form for exhibition Trade Space should they: Fail to make payment by the due date. Fail to physically occupy their allotted exhibition Trade Space. Use the Trade Space in a manner that contravenes the application. Violate any applicable law or regulation or any rule or code of conduct. Be in breach of any item or provision of this application.
21	Postponement or Abandonment	Should an event be postponed or abandoned due to strikes, lockouts, poor weather, acts of God, third party or other circumstances no refunds will be available. Where the event is cancelled or postponed by the organisers, refund of site rental will be made available to exhibitors.
22	Cancellation	In the event of cancellation, refunds will be given at the discretion of Greenbelt Festivals
23	Items not permitted on site	No polystyrene or plastic products may be used as food or beverage containers. All catering packaging (plates, cutlery, cups etc) should be biodegradable and suitable for a commercial composting facility. No single use plastic bottles may be sold – all beverages must be in cans, cartons or cups. No plastic straws may be used. No glitter may be sold/given away unless it is plastic free and fully biodegradable. No tobacco products may be sold at Greenbelt. Any Exhibitor found selling these products will be removed from the site and no refund will be available. Glass, body piercing equipment, generators, lasers, any type of sky lanterns, fireworks and weapons or potential weapons are not permitted on site for safety reasons and will be confiscated. Glass items banned within the festival village include all alcohol containers – even small containers of alcohol for personal consumption. Anyone selling or letting off fireworks or sky lanterns will be evicted from the site. Drones are not permitted on site, nor the use of them above the site.
23.1	Alcohol	No alcohol products may be sold at Greenbelt without prior written permission. Please note this includes liquor coffee and alcoholic syrups. Any Exhibitor found selling these products without prior written permission is in breach of the licence conditions, will be removed from the site and no refund will be available.
24	Access	Access should be considered as part of your stand, exhibit or stall. Be mindful of audience members who cannot reach high for payment points or receive goods. Be prepared to come out from behind a counter and serve someone where they are, and ensure technology such as pay points can accommodate this. Many stalls may incorporate puzzles or reward systems. Consider alternative solutions that need to cater for all participants. Not all disabilities are visible, and it is essential to be proactive in providing alternative options when necessary – this may include modifying challenges or reconsidering ‘rewards’ at stalls. Ensure everybody can participate. Support Greenbelt in making this an inclusive space where ALL can feel valued and included.
25	Dogs and other animals	No dogs or other animals may be bought to the event or allowed on site at Boughton House.
26	Children	During the pre-festival build and post festival pack down times the entire site is classified as a construction site and the presence of children should be avoided at all costs. Where this is not possible in order for us to allow Exhibitors children on site during this period it is essential that children are with an adult at all times and remain in the immediate surroundings of your pitch. All Exhibitors and family members are now required to where a Hi-Viz jacket during the build period on site. No children should be allowed in food service or preparation areas.
27	Structures and branding	All structures and branding must be fit for purpose and suitably weather durable with appropriate ballast and bracing. All structures must be made from flame retardant materials or treated as such. All work involving working at height must comply with the Working at Height Regulations 2005.
28	No smoking or alcohol consumption	Smoking is not permitted by anyone within catering spaces. All Exhibitors must adhere to the requirements of the smoke free legislation, which includes displaying the statutory A5 ‘no smoking’ sign. Stalls not displaying this signage will be closed. Alcohol consumption is not permitted on stands or in public areas (except licensed venues).
29	Distribution of Literature, Display Notices & Banners	Exhibitors are not permitted to roam around the event site handing out literature. The distribution of all literature shall be confined to the Exhibitors stand area only. Displays, Banners, Leafleting, Signage or other style displays are not permitted in the parking areas or on an event site or surrounding areas without the written approval of The Organiser.
30	Branding	The Exhibitor shall not reproduce The Organiser’s logo or any branding associated with The Organisers or the venue on any publicity material or otherwise without the prior written consent of the Organiser. Unauthorised Greenbelt Festival logos on any goods – such as T shirts, baseball caps and craft goods – and any bootleg goods – will be confiscated.
31	No Raffles or Games of Chance	No Raffles or Games of Chance shall be organised on any stand within the Trade Space or on any other part of the site.
32	Amplified Sound System or Radio Road shows	Amplified sound systems will not be operated from any stand within the Trade Space without the written consent of The Organiser. Also, the Exhibitor shall not use radio communication devices on the Premises without the express permission of The Organiser
33	Fair Trade Policy	Greenbelt operates a Fair Trade policy, which states that all products sold at the festival should come from companies who actively encourage equal pay and decent working conditions. Please ensure that you are aware of the origins of your products With regards to other goods on sale, we ask that you bear in mind the Christian ethos of the event. Occasionally, our guests feel that some goods are not appropriate within this context, and although we do not always agree with them, we ask that you comply with our wishes and remove any offending items from sale. Greenbelt, working in partnership with Christian Aid does not permit the promotion of Child sponsorship on-site. Exhibitors who support child sponsorship are asked to promote other aspects of their work. Preference will be given to companies that use fair-trade, organic products and products from the local area. All catering packaging (plates, cutlery, cups etc) should be biodegradable and suitable for a commercial composting facility.
		Exhibitors shall be solely responsible for providing security for their own Trade Space. Neither The Organiser nor their agents shall be liable for any damage to property of Exhibitors or the property of Exhibitors agents, employees, guests or visitors and the Exhibitors agree to indemnify and hold harmless The Organiser and their agents against such loss. Exhibitors must co-operate fully with Festival Security in any search of vehicles or stalls.
34	Insurance	Employers’ Liability and Public Liability Insurance must be on display at all times. Similarly, caterers are responsible for ensuring contractors delivering to, or working on their stall, are suitably insured. Exhibitors shall be responsible for obtaining general public liability insurance with a minimum limit of £2,000,000 and shall provide as proof a certificate of insurance with the Trade Space application form. THIS IS A CONDITION OF ENTRY. Full risk insurance to cover all eventualities should be taken out including third party. Insurance should also cover all employees and their personal effects.
35	Liability	Neither The Organiser nor their representatives shall be liable or responsible for any injury to the Exhibitor or their employees, agents, guests or visitors while within the confines of the Trade Space allocated to them.
36	Safety	In accordance with current legislation and the Festival’s policies, all contractors must undertake and submit risk assessments and comply with the Health and Safety at Work Act 1974 and all other relevant safety legislation. All stallholders must comply with the Electricity at Work Regulations and should meet the requirements at least to the Institute of Electrical Engineers 17th Edition. All traders must comply with any directives specifically relating to safety made by the Festival.
37	Fire extinguishers	You must provide the appropriate number of serviced and in date fire fighting equipment for your unit (minimum one 2k dry powder extinguisher and one light duty fire blanket). You must have completed and submitted a Fire Risk Assessment. The layout of your unit must incorporate escape routes which must be kept clear at all time. Festival representatives will inspect your unit and once satisfactory you will be given a permit to trade.
38	Electricity	Exhibitors requiring an electrical supply should contact The Organiser to discuss their needs. Site electricity will be supplied from generators and The Organiser does not accept responsibility for continuous supply nor for the consequence of fluctuations in voltage including damage to equipment. Electricity for caterers will be provided by an appointed contractor. For health, safety and noise reasons generators are not permitted on-site. Caterers must have adequate lighting. Caterers who pull more power than stated on their application and cause the circuit to go down will be disconnected and will have their stall closed down. All electrical equipment on site must have been PAT tested.
39	Water	Water is supplied by standpipe. Waste-water must be disposed of in the containers provided and must not be poured onto the ground or into streams or watercourses. For an additional fee, water can be plumbed into your unit along with drainage. Traders must ensure taps are not left running. Containers used to carry and store water must be kept in a hygienic condition and cleaned regularly using a sterilising product. Water should be changed regularly and kept in a cool dark place.
40	Gas Safety	All gas equipment must have a valid Gas safe certificate. LPG containers must be secured in an upright position to prevent falling over and tampering. A cage is an ideal solution. LPG containers must be kept to a minimum at units and will be restricted to one per appliance in use and one spare. A gas storage facility will be available on site and must be used for all surplus containers. LPG containers must not be stored in vehicles.
41	Admission Charges by Exhibitors	No Exhibitors shall charge an admission fee to their exhibit except with prior written approval of The Organiser.
42	The Sunday Trading Act	The event is exempt from the Sunday trading laws and as such the Exhibitor may continue to trade on Sunday.
43	Broadcasting of Sound or Visual Images	No broadcasting of sound or visual images (including transmitting or casting text messages or other material to mobile phones) will be permitted by any Exhibitors or from any stall without prior permission.
44	Food Supply & Allergens	The Exhibitor is required by the Food Standards Agency and by law to state if their products include any of the 14 allergens, namely: celery cereals containing gluten – including wheat (such as spelt and Khorasan), rye, barley and oats crustaceans – such as prawns, crabs and lobsters eggs fish lupin milk molluscs – such as mussels and oysters mustard tree nuts – including almonds, hazelnuts, walnuts, brazil nuts, cashews, pecans, pistachios and macadamia nuts peanuts sesame seeds soybeans sulphur dio

Food Hygiene requirements

Before proceeding please be aware of your obligations under the Food Hygiene Regulations (England, 2006) as you will need to comply with these standards through the course of the Festival.

Environmental Health Officers will carry out regular inspections of food stalls throughout the event to ensure that there is a 100% compliance at all times while food is being prepared for sale or stalls are open for business.

In an attempt to prevent any misunderstandings as to what will be required the main requirements of the Food Hygiene Regulations are highlighted below.

Protection of Food.

All food, where practical should be pre-wrapped to protect it from risk of contamination. Where this is not possible and open food is displayed/prepared, then it should suitably screened from the general public so that customers cannot touch or breathe over the unwrapped foods.

Handling

All people handling or serving food should wear clean and washable over clothing. A full-length apron is suitable for this purpose only when the sleeves of clothing beneath are not likely to come into contact with the food and the apron covers above and below the waist. All over clothing must be worn at all times when food is prepared or sold. Long hair must be tied back and preferably worn under a hat. In the interest of safety shoes should be worn at all times.
All people handling or serving food should keep their hands clean and fingernails short to reduce the risk of contamination when handling foodstuffs. Where at all possible, clean tongs should be used. Neither nail polish nor rings (other than pain wedding rings) should be worn.
Smoking is not permitted on a food stall. The act of touching your lips will contaminate your hands and ash may drop into the food. Should you smoke away from the stall you must wash your hands before handling food.
Food must not be prepared in the open air. Suitable screening of the stall, (top. sides and rear) must be provided where unwrapped food is exposed for sale, stored or prepared.

Temperature control

High protein foods like meat, fish and dairy products, need to be kept cool (below 8Â°C) or hot (above 63Â°C). Where high protein foods are put on display they should be kept to a minimum and kept out for a minimal time period. You are advised to monitor and record the temperature of cold food storage and hot food holding where appropriate. A suitable thermometer should be used for this purpose and regularly checked. Once defrosted, frozen foods must never be re-frozen but should either be cooked, refrigerated or discarded.

Washing facilities

Every stall from which open food is sold or prepared should have the following:

A wash hand basin, with an adequate supply of hot water, soap or other detergents, and clean towels (disposable ones are preferred). You must ensure that staff wash their hands at frequent intervals, and that the basin is not used to store or wash utensils.
A separate sink together with hot water and detergent so utensils and surfaces can be cleaned. Please note that the hot water supply must be maintained at all times.

First Aid

Where open food is sold or prepared, a first aid kit complete with brightly coloured waterproof dressings and bandages must be provided. (Check the dates!)

Waste disposal

Every food stall should make arrangements for the storage and removal of all food waste and other refuse including waste oil, which is classified as a hazardous waste. Plastic refuse sacks are appropriate and you should contact the event organizers to check the disposal arrangements. You should also provide a bin for the collection of litter from your customers.
Waste-water from wash hand basins and sinks etc. must be disposed of in a suitable container or drain. It must not discharge onto the ground or into a road drain.

Work surfaces and equipment

Any work surfaces/cutting boards should be clean and washable. During the day bacteria will build on these surfaces and it is advisable to disinfect frequently throughout the day using a suitable disinfectant (such as an anti-bacterial cleaner e.g. Dettox). If you prepare both raw food (meat, vegetables etc.) and cooked food (cooked meats cream products etc.) on site, separate cutting boards should be used to prevent the risk of cross contamination. Single use disposable cloths (j-cloths) must be used and changed frequently so as to avoid the risk of contamination.
Any items of equipment or kitchen utensils should be in a good condition so they can be properly cleaned. There should be separate utensils for raw and cooked food.

Storage facilities

Appropriate and adequate storage facilities should be available at all times. There must be enough space within chilled storage facilities to allow raw and cooked foods to be safely stored and to avoid the risk of cross contamination. When transporting food it is important that non- food items such as chemicals that may cause contamination or taint foods are stored separately. Containers and vehicles used for transporting foods must be capable of maintaining high-risk foods at the appropriate temperatures.
Cooked and raw foods and food containers must be kept off the ground to avoid possible contamination by pests, soil or damage by wet ground conditions.
Any floor surface areas where food is prepared or stored must be covered with a suitable washable covering, which can be kept in a safe and hygienic condition.

General

It is recommended that every food stall should have displayed in a legible and conspicuous position the name and address of the person running the stall.
The person running the food business must ensure the staff are properly trained/supervised/instructed in food hygiene matters. The extent of this training must be commensurate with the work so that the more involved the work/greater the risk – then more attention needs to be given.
In the event the stall is found not to be operating to an acceptable standard you may be required to close the stall until remedial action is taken to rectify the matter.
Operators of food business must analyse the processes in the their business, identify and control possible hazards in those processes and assess how these hazards can be reduced or eliminated so the final consumer is not affected. The points at which the hazards are assesses are known as Critical Control Points. Having assessed the hazards and introduced some form of control they must be monitored regularly and amended as necessary. To ensure that traders comply with the above regulations frequent checks will be made by a representative of Greenbelt and local authority Environmental Health Officers. Where necessary guidance and support will be offered. Traders who fail to comply with the above regulations and choose to ignore recommendations to improve an identified fault, bad practice or hazard deemed likely to cause harm to staff, the public or the environment will be excluded from trading at the event.
In previous years Greenbelt has insisted all caterers purchase onsite a compulsory hygiene pack. This was unfair on the majority of caterers who already have all the equipment that was included in the hygiene pack. This year, therefore, we are not providing such packs and you will be entirely responsible for providing the relevant food safety equipment (temperature probes, record sheets, surface wipes etc).