Christmas in Uppingham, Thursday 7th December 2017

 

Application Form – Trade Stands

 

We have pleasure in enclosing an application form for this year’s Christmas in Uppingham Late Night Shopping and Entertainment Event. Demand for places is expected to be high as we have already had many enquiries – so please apply as soon as possible to avoid disappointment.

 

The Christmas in Uppingham Event is centred on Uppingham Market Place, Mercer’s Yard (where the reindeer will be), the High Street and the Town Hall. A road closure will be in place from around 12pm in the market place and 2pm on High Street East. The official opening and Christmas Lights Switch On by the Mayor will be at 5.30pm with the event closing at 9pm. It is anticipated that most of the shops will be open and there will be lots of entertainments to keep our visitors amused, including the ever-popular skate rink.

 

Our intent is to fill the Market Place and the lower end of the High Street with stalls, host a craft and gift fair in the Church Hall and keep the Parish Church as a ‘children’s zone’ so any trade stands that have products more geared toward children will be advised to book this venue. Father Christmas has his grotto in the Church, so there will be plenty of family footfall as well as clear signage outside.

 

Please complete, sign and return your application form with the documentation requested (listed below) to Lauren Kembery who has volunteered to be your point of contact this year. Her address is 55 Kilburn End, Oakham, Rutland LE15 6LW. Cheques are to be made payable to ‘The Uppingham Town Partnership’. Applications must be accompanied by full payment. If you require a receipt, please enclose a SAE.

BACS payments to Uppingham Town Partnership Sort Code 20-45-77 a/c no. 90176117

 

If you have any queries please contact Lauren at kembery89@gmail.com or me mirandajones2015@outlook.com  and we will be only too happy to help.

 

We look forward to you joining us for Christmas in Uppingham and helping to make this another memorable event. The changes we have made over the past two years have boosted our footfall considerably and we have had great feedback/press comments – we hope for an even bigger and better event this year and we will work hard to promote and publicise it.

 

 

Many thanks,

 

Miranda Jones

 

Chair, Uppingham Town Partnership

 To fill in this form, right click, print and return completed to Lauren Kembery at 55 Kilburn End, Oakham, Rutland LE15 6LW

Please use Block Capitals to fill in the form

 

Company Name…………………………………………………………………………………….

 

Contact Name……………………………………………………………………………………….

 

Address………………………………………………………………………………………………

 

………………………………………………………………………………………………………..

 

Tel No…………………………………………Mobile………………………………………………

 

Email……………………………………………… Website………………………………………….

 

Description of goods & preferred site for your stall

 

…………………………………………………………………………………………………………

 

…………………………………………………………………………………………………………

 

…………………………………………………………………………………………………………

 

Please note that fees are the same as last year.

 

 

Indoor Stalls

Prices per one 10’ x 10’ pitch/indoor table

 

Town Hall Craft Fair:           £25

Parish Church:                     £25

 

 

Outdoor stalls:

 

Goods Stalls Mercers Yard             £35

Goods Stalls Market Place             £50

Hot Food Stalls                                 £55

 

Copies of the following documents must be included with this application form:

 

Street stall/craft fair

Public Liability (min. £5m)

Product Liability (if held)

(PlEHO Food Safety Registration

Food Hygiene Certificate

Risk assessment

COSHH assessment (if applicable)

Gas Safety Certificate (if applicable)

Temporary Events Notice

(primarily if selling alcohol)

Electrical approval PAT certificate (if applicable)

Do/

 

Power

This section is only applicable to traders booking in the town hall and the Parish Church.  Please also note that whilst we will do our best to provide power when requested we cannot guarantee it –sockets are very limited. Outdoor traders are required to be self sufficient.

 

I require power (indoor)                                  I require ……/……    kw/amps of power

 

 

Please indicate how many kw/amps of power you require. All power MUST be pre-booked, supply is very limited and cannot be provided if only requested on the day.

 

Town Hall/Church Traders Only: I do/do not require a table. (Please delete as is applicable)

 

 

 

Confirmation by authorised person:

 

I confirm that have read the terms and conditions and agree to abide by them.

 

 

Signed: …………………………………………..  Date:  …………………………..

 

Print name: …………………………………………………………….

 

Position: …………………………………………………………………………..

 

Organisation: …………………………………………………………………….

 

 

 

Terms and Conditions for the Christmas in Uppingham Event Thursday 7th December 2017

 

 

  1. Application. All applications must be submitted on the attached application form and returned to Lauren Kembery, 55 Kilburn End, Oakham, LE15 6LW All documentation requested must be submitted with the application form, and the organisers reserve the right to request further documentation as required. The acceptance of any application form by the organisers does not necessarily constitute an offer of space or facility. The organisers reserve the right to refuse applications without necessarily giving the reasons for doing so. The items proposed to be displayed, sold/promoted at the event should be described on the application form.
  2. Payment. Full payment by cheque/BACS is required to hold your reservation. If your application is rejected your cheque will be returned to you or destroyed. The organisers regret that refunds will not be given for a booking cancelled by the trader and the organisers reserve the right to re-sell trade pitches to another trader/s in this circumstance.
  3. Cancellation. The organisers regret that no refunds will be made should the event be cancelled due to reasons beyond the control of the organisers. If the event is postponed or abandoned for any reason beyond the control of the organisers, the organisers shall be under no liability in any way whatsoever in respect of any expenditure, liability, damage or loss sustained or incurred by the trader.
  4. Equipment: Street traders: Please note that the trader is responsible for bringing all equipment required to the event. Tables/gazebos/marquees/power will not be provided. Only space will be allocated.

Town Hall/Church traders: if you require a table please indicate on the booking form.

  1. Hours of Trading. Access for setting up will be from 3:00pm until 4:30pm on Thursday 7th December 2017. All vehicles must be removed off site by 4.30pm, and parked where marshals indicate. All traders must be at their stalls and ready to trade by 5.30pm on Thursday 7th December 2017. Traders are required to trade until 9.00pm. In the interests of public safety, all traders must not dismantle their stall or bring vehicles back onto site until after the event has closed. The site must be vacated by 9:45pm on Thursday 7th December 2017. The organisers reserve the right to alter these timings and the hours of operation of the event without notice.
  2. Sub contracting stalls or part of stalls is not permitted.
  3. No exclusive rights. The granting of trade space does not guarantee the trader any sole rights. Should there be an overlap in types of stalls, traders will be notified beforehand. The location of stalls will be allocated at the discretion of the organisers. There will be no guarantee of positions.
  4. Staff. All traders must provide an adequate number of staff for the operation of their trading area and ensure compliance with all statutory employment obligations.
  5. Insurance and liability.

The organisers shall not, under any circumstances whatsoever, be liable, or responsible for:

  1. Any damage, loss, theft or destruction whatsoever or howsoever caused, to any goods, equipment, or any property belonging to the trader, or for which the trader is responsible.
  2. Any damage or injury suffered by the trader, or his servants, agents, guests, visitors, customers or any other person. Traders must ensure that they are adequately insured. All traders are required to submit a valid copy of their public liability insurance certificate for a minimum of £5 million pounds with their application form. A copy of your product liability insurance certificate is to be supplied if you hold such a policy. 11. Cleanliness and rubbish. Traders are asked to keep their surrounding area as clean as possible throughout the event. Traders must regularly clear all rubbish and debris from the vicinity of their stalls. Traders are responsible for the removal of their own rubbish.12. Generators. All generators brought on site by traders must be diesel and super-silent (no petrol generators are allowed on site). Please notify the organisers if you plan to bring a generator.14. First aid. First aid will be provided for the event. However, traders are still required to make adequate and appropriate arrangements for their own first aid provision.
  3.  
  4. 15. Failure to comply. Any trader not acting in a safe manner and/or failing to comply with instructions will have to leave the event. Behaviour deemed offensive or inappropriate will not be tolerated and may lead to the trader being asked to leave the event.
  5. 13. Fire. Stallholders are responsible for provision of fire safety equipment on their stalls. Traders with cooking features or relevant fire risks should ensure they are equipped with a fire extinguisher and are familiar with regulations concerning the use of inflammable liquids and gasses and use in enclosed areas. Those bringing inflammable gases are required to submit a copy of their gas safety certification with the application form.
  6. 11. Power and electrical equipment. This section is only relevant to traders booking the Town Hall/Church All power must be pre-booked and cannot be provided if only requested on the day. It cannot be guaranteed that there will be sufficient power to meet the needs of all traders and therefore it will be allocated to suitable traders on a first come first served basis. All electrical equipment used at the event must be certified and have a current PAT certificate.
  7. 10. Statutory requirements. The trader undertakes to comply fully with trading standards, health and safety, environmental health, licensing and all other relevant legislation.
  8. The trader shall be liable for all loss, damage, injury, expenses and costs whatsoever, or howsoever caused to any person or property in any situation whatsoever, by the trader, his servants, or agents.