The Newt Festival

The Newt Festival

The Newt Festival

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Trading Terms & Conditions

Trading Terms and Conditions

  • Vendors must only sell goods specified in their application. Any changes to your application must be made in writing to The Newt Festival Limited at least four weeks prior to the start of the festival.
  • Alcohol is sold as a separate concession and is not permitted to be sold by any other vendor. Any non-alcoholic drinks that you wish to sell need to be expressed in the application form and confirmed by The Newt Festival Limited. Only plastic glasses or bottles are permitted on to the festival site – No glass bottles or glasses are allowed.
  • Sub-contracting stalls or a part of stalls, by vendors is not permitted.
  • Payment in full for successful tenders must be made before the 1st July preceding the festival. Payment of an intial deposit of 50% of the pitch fee must be made online via the Newt Festival website.  The remaining balance must be paid before the 1st of July an can be made by cheque, with cheques made payable to ‘The Newt Festival Limited’ and sent to Mr A Williams, 1 Impens Cottages, North Newton, Somerset, TA7 0BB or by online banking payment to account number 02421927 sort code 30-98-45 stating your business name as a reference . Nonpayment by this time will result in the pitch(s) being reallocated and the deposit being forfeited.
  • Vendors to be on site and set up by 3pm on Friday of the event and be ready to trade by 6pm on the Friday of the event, when the public have access to site. Access to the site for setting up will be from 9am on the Friday of the event. The site must be vacated by Midday on the Monday immediately after the event.
  • All vehicles are brought on site at their owners’ risk. The Newt Festival Limited cannot accept responsibility for any loss or damage that may occur during the festival.
  • Registration and certificates. When completing any application you will be confirming that you comply with the following:
  1. Food vendor’s outlets have a HACCP System (documented food hygiene management system) (food vendors only)
  2. All individuals employed to work at the outlet will hold a current food handler training certificate (food vendors only)
  3. Liability Insurance (£5m Public Liability, £5m Product Liability and £10m Employer Liability) is held
  4. That the business/outlet is registered with the environmental health office in the area you operate or where the unit is kept (food vendors only)
  5. A current electrical and gas safety certification for all units/appliances is held
  6. The outlet holds and abides by its own Health and Safety Policy.
  • Please ensure you have original documentation available should the local authority, Sedgemoor District Council, request to view this during any Health and Safety Inspection (food vendors only).
  • All equipment must meet or exceed NSF specifications (food vendors only).
  • Setting up. Outlets are responsible for setting up their own equipment (mobile unit, awning, table & chairs, etc.) and maintaining the area they occupy to a high standard.
  • The Newt Festival Limited will not provide electricity, lighting or gas for any vendors. Any generators and gas appliances must comply with the relevant safety legislation and certification must be available for inspection on request. All fuel must be stored in accordance with the relevant safety regulations and must meet all Fire Safety Regulations.
  • Closed waste containers must be provided by the trader and kept to the rear of the trader’s space to accommodate refuse generated during the festival. All waste must be removed and disposed of by the trader.
  • No animals are to be brought on site. This is a license condition.
  • Vendors are responsible for ensuring that they and their staff adhere to the published festival pass system. The Newt Festival Limited cannot accept any responsibility if vendors do not adhere to the system, or lose passes. Trading staff without passes will not be admitted to the festival site. Vehicle passes are non-transferable and must not be moved to another vehicle.
  • No music to be played without prior agreement with The Newt Festival Limited.
  • No broadcasting of visual images without prior agreement with The Newt Festival Limited.
  • No rebates will be given to vendors as a result of adverse weather conditions, nor as a result of changes in performance programmes or the positioning of outlets within the Festival site. The Newt Festival Limited cannot be held responsible for the level of trading during the event.
  • Vendors must comply with the Health, Safety and Hygiene requirements of Sedgemoor District Council.
  • Risk assessments are required for all vendors and should be available for inspection upon request.
  • Vendors are required to co-operate fully with The Newt Festival Limited, The Event Safety Officer, Security, Emergency Services, Police and all official organisations on site – such as Environmental Health Officers, Fire Officers, the Environment Agency and Trading Standards Officers.
  • Vendors are responsible for the removal and disposal of any waste water and oil from the site There will be no facilities provided by the Newt festival Limited for disposal on site.
  • All vendors’ structures will be checked by the Event Safety Officer for stability. Structures deemed unsuitable or unsafe will be required to be removed.
  • In order to reduce on site traffic, vendors are expected to bring sufficient stock for each day’s trading. Vehicle movement will not be allowed during trading hours.  Any vehicles being used must have the relevant passes. No motorcycles or unlicensed off road vehicles will be permitted.
  • Items not permitted on site. Body-piercing equipment, lasers, fireworks and weapons or potential weapons are not permitted on site for safety reasons and will be confiscated.  Vendors must co-operate fully with the festival security team in any search of vehicles or outlets.
  • An emergency access route will be established into the main festival site, this must be kept clear of traffic and obstacles at all times.
  • All vendors should familiarise themselves with the Regulatory Reform (Fire Safety) Order 2005. The Responsible person for the stall must carry out a Fire Risk Assessment; this must be in a written format where more than 5 persons are employed or where a licence is in force.  Further information can be found at www.firesafetyguides.communities.gov.uk.
  • No open fires are allowed on site.
  • Please ensure that you have adequate exit points in the event of a fire and that you have sufficient lighting to see them. We also ask that you have fire safety equipment to the satisfaction of the Event Safety Officer, and that it has been tested in the last 12 months. All your staff should be trained in the event of a fire, and all structures and drapes must be durably flame proofed to BS3120.
  • Catering Units and outlets will be required to provide at least one operational 5kg dry powder extinguisher and a light duty fire blanket.
  • Vendors are only allowed to bring one spare container of Liquefied Petroleum Gases (LPG) gas on site (those for primary use plus 1 spare) and shall be of a fixed type installation stored outside any stall or vehicle, and be secured in an upright position. All gas equipment in catering units must have a safety certificate issued within the last three months by a competent approved contractor, and must have a pressure relief valve. The storage of the spare container of LPG must be stored in the designated point as directed by The Newt Festival Limited.
  • Vendors are responsible for keeping both the 5-metre area in front of their stalls as well as the back area of their space tidy and free of rubbish. Vendors must leave their site as they found it. All rubbish must be put into the appropriate skips or waste containers.

This document does not claim to be complete and is provided solely to assist vendors in operating a safe environment at The Newt Festival. All vendors must have risk assessments available for inspection upon request that apply to their own particular circumstances and are responsible for all relevant legal requirements in the operation of their business.  All vendors must ensure that all working practices comply:

  • with the regulations as outlined in the Management of Health and Safety at Work regulations 1999
  • within the regulations as outlined in the Manual Handling Operations Regulations 1992
  • with the regulations as outlined in the Personal Protective Equipment at Work Regulations 1992
  • with the regulations as outlined in the Provision and Use of Work Equipment Regulations 1992
  • with the Food Safety (General Food Hygiene) Regulations 1995
  • with Food Safety (Temperature Control) Regulations 1995.

All vendors must ensure that all delivery, storage, containment, usage and removal of flammable liquids comply with the regulations contained in the following.

  • The Management of Health and Safety at Work Regulations 1992.
  • The Health and Safety at Work Act 1997.
  • Highly Flammable Liquids and Liquefied Petroleum Gases Regulations 1972
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