Caterers Application Terms and Conditions

BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected]

CATERERS APPLICATION TERMS AND CONDITIONS

PLEASE READ ALL INFORMATION GIVEN BELOW CAREFULLY BEFORE APPLYING FOR YOUR CATERERING SPACE.

***** All Caterers must have a minimum of 5 Food Hygiene Rating *****

The term “Caterer,” refers to any person or persons providing products or services with a financial exchange, this applies to all caterers.

The term “Barefoot Management,” refers to any person or persons responsible for the preparation, planning or delivery of the Barefoot Festival 2017.

The term “Event” refers to the Barefoot Festival 2017 to be held on Friday 28 th July 2017 until Sunday 30th July 2017 at Prestwold Hall, Prestwold, near Loughborough, Leicestershire LE12 5SQ.

There is a designated outdoor space for Caterers at Barefoot Festival. This application is for OUTSIDE CATERERS ONLY.

All places for Caterers are limited and are allocated on a first come first served basis, we will try to avoid duplicate Caterers where possible but this does not mean we can guarantee exclusivity on the products or service you provide.

Please be assured that it is in our best interest to provide our Barefoot Festival attendees with a variety of food and refreshment options at fair prices. Our Caterers are vitally important to us and we know that catering services provided can affect the success of the event as a whole. We do our very best to ensure everyone has a safe, profitable and enjoyable weekend and our application process reflects this. We select our Caterers carefully taking into consideration our estimated attendance and requirements, difference in menus and themes and thus we recommend early application.

Please complete and return this form by email or post. By typing your name at the end of this form it is taken as your signature and you are agreeing to comply with the Barefoot Festival terms and conditions.

PLEASE SEND YOUR FULL PAYMENT WITH THIS APPLICATION. YOUR SPACE IS NOT RESERVED UNTIL FULL PAYMENT IS RECEIVED.

PLEASE INCLUDE YOUR MENU AND PRICES WITH THIS APPLICATION.

Each Caterer is required to purchase a Catering Space, which will include 2 adult full weekend Trade Passes. Additional Trade Passes can be purchased (limited to 4 maximum per Catering Space) please refer to the application form below. Every person entering the site must have an appropriate Trade Pass. BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected]

Your Trade Pass will allow access to the site before the general public for setting up and you will also be allowed to bring your vehicles on site and camp with your Catering Space for security.

General public are allowed access to the site from 2pm on Friday 28 th July 2017. We encourage Caterers to arrive and set up on Thursday 27 th July in order be ready for council inspection 12pm on Friday 28th July. Further details will be sent with your Catering Confirmation, which will be sent when your application has been accepted and payment cleared.

If you need access before this time, special permission must be given from the Barefoot Management well in advance. You can trade the whole weekend if you wish, but if you would like to trade at night please bring adequate lighting, but please be sympathetic with your neighbors if you are using a generator. We have specific areas on site that are GENERATOR FREE ZONES so please ensure you state your preference on the application form below so we can place you in the correct area. Please note WE DO NOT ALLOW PETROL GENERATORS.

Vehicle movement in the Catering area is forbidden except in an emergency and with the permission and escort from a member of Barefoot Management. If you wish to move your vehicle at all during the weekend, you are advised to park your car in the day car park. A 5 mile per hour speed limit is in force on site at all times and hazard lights must be kept on when moving your vehicle.

WE DO NOT SUPPLY ANY EQUIPMENT; PLEASE ENSURE YOU BRING YOUR OWN.

Please ensure your equipment is properly maintained and has passed appropriate safety checks before the event. We advised that any Caterers using electrical equipment, gas bottles or generators ensure that ALL EQUIPMENT IS PROPERLY TESTED AND CHECKED BY A PROFESSIONAL BEFORE THE EVENT.

YOU MUST HAVE CURRENT COPIES OF ALL SAFETY CERTIFICATES AND YOU MUST INCLUDE THEM WITH THIS APPLICATION.

All Caterers are expected to be registered and checked with their local council and are obliged to follow this up. Please bring safety certificates along with you to the event. We do work closely with the local council who will be doing a check of all Caterers on site so please be prepared for this possibility.

ANIMALS ARE NOT ALLOWED ON SITE. THE SALE OF ALCOHOL, DRUGS, FIREWORKS, WEAPONS OR ANY ILLEGAL OBJECTS IS STRICTLY FORBIDDEN AND CHINESE LANTERNS ARE NOT PERMITTED.

NO REBATES WILL BE GIVEN to Caterers if cancellation arises as a result of adverse weather conditions, nor as a result of changes in performance programs or re-sitting of acts to different venues within the event. The Barefoot Management will not accept responsibility for the level of trading during the event and the Barefoot Management reserves the right to relocate stalls. BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected]

CATERS MUST ONLY SELL GOODS SPECIFIED IN THEIR APPLICATION.

We require a RISK ASSESSMENT for each Caterer attending Barefoot Festival 2017. If you already have a risk assessment that you use for your Catering Unit please provide us with a copy. If you do not have a risk assessment for your Catering Unit you can use a template, which is downloadable through the following link www.hse.gov.uk/pubns/indg163.pdf, this form will also be available on our website. Please take the necessary safety measures, should the risk assessment highlight any potential hazards. Electrical equipment must be adequately safety checked before use on site and generators must be adequately earthed. Please try to use sustainable energy where at all possible.

BAREFOOT MANAGEMENT WILL NOT BE HELD RESPONSIBLE FOR ANY LOSS OR DAMAGE OF EQUIPMENT OR STOCK.

Sub-contracting Catering Units or parts of Catering Units is strictly prohibited.

By signing and completing this application process you confirm you hold full insurance and health and safety documents, where relevant, to trade.

WE MUST RECEIVE A COPY OF YOUR FULL INSURANCE ALONG WITH YOUR APPLICATION.

Barefoot Management have a strict recycling policy in place at Barefoot Festival 2017 and appreciate your support with this, please manage your own waste and recycle where possible - Love the countryside, Leave no trace.

Barefoot Management reserves the right to refuse or remove Caterers at anytime if it is felt they are not complying with the rules of Barefoot Festival or causing a nuisance during the Barefoot Festival 2017.

WE EXPECT ALL CATERERS TO CONTINUE TRADING UNTIL THE EVENING OF SUNDAY 30th JULY AND WE ENCOURAGE ALL CATERERS TO TRADE UNTIL AT LEAST 9PM. WE ARE ALSO HAPPY IF YOU WISH TO CONTINUE TO TRADE ON MONDAY MORNING.

CATERERS WILL NOT BE ALLOWED TO REMOVE THEIR CATERING UNIT FROM THE BAREFOOT FESTIVAL 2017 SITE UNTIL AFTER 9AM ON MONDAY DUE TO HEALTH AND SAFETY AND VEHICLE MOVEMENT ONSITE, UNLESS SPECIAL PERMISSION IS GRANTED BY BAREFOOT MANAGEMENT.

TRADE PASSES ARE NON-REFUNDABLE AND NON-TRANSFERABLE UNDER ANY CIRCUMSTANCES. BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected]

CATERING SPACE BOOKING FORM

Company Name:

Trading Name (if different): (State as you would like it to appear in event guide)

Address:

Contact Name:

Position within Company:

Telephone Number:

Mobile Number:

Email Address:

Website Address:

Trade Description: (Please give a brief description, with examples, of items you will have for sale and/or services you provide)

Do you require accommodation space behind your catering area:

Type of accommodation space required: (Such as Tent/Caravan/Camper van/Yurt/Tepee etc.)

Will you be bringing a generator, lighting or any other electrical goods: * Electrical equipment must be adequately safety checked before use on site and generators must be adequately earthed. Please try to use sustainable energy where at all possible. BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected]

CATERING SPACE OPTIONS FORM

OPTIONS NUMBER REQUIRED

A: Full Weekend Outdoor Small Caterer Space - £200: (Sale of food items such as cakes and pastries – no large catering trailers or alcoholic beverages) (Includes: • 3m x 3m catering space • 3m x 3m accommodation area behind catering space • 2 x adult weekend trade passes • 1 x weekend car parking pass)

B: Full Weekend Outdoor Large Caterer Space - £250: (Sale of food and none alcoholic beverages) (Includes: • 9m x 6m max catering and accommodation space • 2 x adult weekend trade passes • 1 x weekend car parking pass)

Additional Adult Weekend Pass - £30 each: (Over 16 years)

Child Weekend Pass - £15 each: (Child 5-16 years)

Infant Weekend Pass - Free: (Infant 0-5 years) BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected]

Admin Fee if paying by PayPal - £7.50:

Admin Fee if paying by Cheque - £10.00:

GRAND TOTAL £

If you require a larger space than granted in the above options, please contact us to discuss your requirements. Please note a fee may apply to extra space.

CHILDREN AND ADDITIONAL PASSES

You are welcome to bring your children with you. Under 5s are free to attend, but we require to know the amount of under 5s you will be bringing with you. Children aged 5-16 years will require a child weekend pass each and over 16s will require an adult weekend pass each. There is a limit of 4 additional passes per Catering Space, if you require more than 4 then these passes must be purchased at full price.

Whilst Barefoot is a family friendly event, you are required to accept responsibility for your children at all times. Children under 16 years must be accompanied by a ticket holding adult. We have a ratio policy for safety reasons of one adult to every two children under the age of 12 years, if you have more children please bring a friend or other responsible adult to accompany them.

PAYMENT OPTIONS

Your payment can be made by cheque made payable to: BLOOM (Please add a £10.00 booking fee to your final amount if choosing to pay via this method).

You can pay by bank transfer to: Account Number: 73870006 Sort code: 40-30-24 (Please use your stall name as payment reference)

You can pay via PayPal to: [email protected] (Please add a £7.50 booking fee to your final amount if choosing to pay via this method and please send an email to [email protected] when you have sent payment).

Payment Method: (Cheque/PayPal/Bank Transfer) BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected] BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected]

COUNCIL REQUIRED INFORMATION

ABOUT YOUR COMPANY

Name of the local council you are registered with:

Address of the local council you are registered with:

Length of time you have operated this type of catering service:

Please give the name and address of the two most recent outdoor events your company has catered at:

Date of your last food hygiene inspection:

Your food hygiene rating at last inspection (0-5):

Number of food handlers that will be working at the event:

Level of food hygiene training these food handlers have: (Please provide copies of training certificates with this application) BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected]

ABOUT YOUR EQUIPMENT

What type and quantity of catering unit(s) will you be bringing to the event: (Stall/Marquee/Purpose built unit/Converted vehicle/Tent/ Other please specify)

Please state catering unit(s) size: (Length/Width/Height)

Will you be bringing any of the following equipment with you to the event and if yes, please state the quantity of each: (Refrigerator/Freezer/Cooking hob/Microwave/Oven/Grill/Sin k/ Hot water supply to sink/Wash hand basin/Hot water supply to hand basin/Soap and hand drying facilities)

Which power source will you be using at the event: (LPG/Diesel/Petrol/Electrical generator/Other please specify)

If applicable, what is the date of your last gas safety check: (Please provide a copy of certificate with this application)

If applicable, please describe your LPG safe handling procedures: (Please ensure you have gas BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected]

leak detection spray at the event)

If applicable, what is the date of your last electrical safety check: (Please provide a copy of certificate with this application)

ABOUT YOUR FOOD SAFETY PROCEDURES

Have you implemented a documented food safety management system (Safer Food Better Business/NCAS): (If yes, all records must be available for inspection at the event)

Will you be carrying for sale or as ingredient any of the following products: (Milk/Cream/Ice-cream/Salad/ Egg products/Raw meat or poultry/Cooked meat or poultry/Shellfish/Fish)

Will any food be prepared or stored in a place other than your catering unit: (If yes, please specify where it will be prepared/stored)

Please outline delivery arrangements for your food/drink supplies to the event:

What measures do you BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected] take to monitor and record the temperatures of high-risk food (hot and cold) being stored or displayed for sale:

Please list the name and address of your main food/drink supplier(s):

How will you be providing water to your catering unit:

How will you be providing hot water to your catering unit:

ABOUT YOUR SAFETY PROCEDURES

What first aid provision do you have within your catering unit:

Do you have an accident reporting book:

Do you have a documented fire risk assessment in place:

Please list the types and amounts of fire extinguishers you have within your catering unit:

If applicable, what is the date of your last fire extinguisher safety check: BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected]

PLEASE SIGN THE DECLARATION ON THE NEXT PAGE AND RETURN YOUR COMPLETED APPLICATION FORM TO US BY EMAIL OR POST. BY TYPING YOUR NAME ON THE DECLARATION IT IS TAKEN AS YOUR SIGNATURE AND YOU ARE AGREEING TO COMPLY WITH THE BAREFOOT FESTIVAL 2017 TERMS AND CONDITIONS.

WE MUST RECEIVED A SIGNED DECLARATION WITH YOUR APPLICATION FORM OTHERWISE YOUR APPLICATION WILL NOT BE ACCEPTED. BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected]

DECLARATION:

I declare I have adequate insurance for this Barefoot Festival 2017 and I have included a copy of my insurance with this application. I acknowledge that all stock and equipment is my full responsibility and I understand that Barefoot Festival 2017 will not take any responsibility for loss or damage of stock and/or equipment whilst attending Barefoot Festival 2017. I agree and understand Barefoot Management reserve the right to deny access where they see fit. I understand Catering spaces are not reserved until payment for Catering space is received and have enclosed payment with this application. I also agree not to sell any alcohol or drugs or illegal substances/merchandise and agree to adhere to Barefoot Festival 2017 rules and regulations. I have enclosed copy of all relevant hygiene/safety certificates. I have read the notes fully and I am aware tickets are non-refundable and non-transferrable under any circumstances:

Name: (Please print in capitals)

Signed:

ADMIN ONLY INITIAL AND DATE

Payment Received:

Insurance Documents:

Risk Assessment:

Certificates: (Hygiene/Gas/Electrical)

Checked with Local Council:

Menu (including prices): BAREFOOT FESTIVAL 2017 Friday 28th July – Sunday 30th July 2017 23 Herbert Street, Loughborough, Leicestershire. LE11 1NU www.barefootfestival.com | [email protected]