Chazzstock 2012 - Terms & Conditions of Trading

Please read the following Terms and Conditions carefully.  By proceeding to the application form, you are confirming that you have read, understood and agree to abide by Chazzstock's Terms and Conditions as detailed below.


1. Definitions

• In these Terms and Conditions the terms 'you', 'yours 'and 'trader' refer to the person on the application form. The terms 'Chazzstock',  and 'we' refer to the festival organisers.
• The term 'Market Trader' refers to one who sells items, goods or services that do not involve the preparation or handling of food or drink.
  
• The term 'Food Trader' refers to one who sells food or drink.

2. Application

• Once you have read the Terms and Conditions and confirmed your acceptance, please complete the Application Form.
• All traders will be informed whether their application has been successful or not by Friday 30th  March 2012.

3. Payment

• Payment for the pitch including any water, electrical or other extras must be paid in full within 14 days of the invoice, via bank transfer. If payment is not received by that date or we haven't heard from you, the pitch will be offered to another trader.
• All traders are required to put up a litter bond.  Litter bond cheques should be made payable to Chazzstock and must be received by Friday 13th April 2012.The cheque will be refunded within 14 days after the festival provided your designated pitch has been left tidy and in good order. Please ensure you see the Market Manager before departing from site. If your pitch is not left tidy and in good order Chazzstock have the right to retain all or part of the bond. Any disputes will be resolved within 30 days where possible.
  

4. Insurance

• You are obliged to have Public Liability Insurance for no less than £2,000,000 to cover any hazard or loss which may occur at the festival.
• If you have staff of 5 or more persons you must also have of Employers Liability Insurance. Staff includes anyone paid or unpaid, managers and yourself.
• We will ask for a copy of your valid insurance certificate(s) along with the other health & safety documents.  No trade pitch will be finally confirmed without insurance details. Failure to adhere will mean you will be unable to trade.
  

5. Losses

• By accepting these terms and conditions you acknowledge that Chazzstock and their designated employees are not responsible or liable for: any financial losses incurred by you; any loss of or damage to your equipment, goods or personal belongings; any injury of employees or staff working for or connected to you .
• You may wish to insure your property against damage.
  

6. On Site

• The number of passes available for your staff will be detailed in your confirmation letter. Please ensure that this is correct as we cannot issue additional passes on the day of your arrival. You will be entitled to one free pass per 9 square metres of pitch. Additional passes are available at the standard ticket price. Wristbands will be issued on arrival and must be worn at all times.
• By accepting these Terms and Conditions you acknowledge that you are responsible for the actions and behaviours of your designated staff. Should Chazzstock deem any trader staff behaviour as inappropriate, illegal, foul, criminally damaging to property or particularly offensive that person will be removed from site and your trade stall may be prohibited from trading at Chazzstock in future years.
• Chazzstock, is solely responsible for the allocation of trade pitch sites. You may not sub-contract your stall or any part of your stall without clear written express permission. To do so may mean you will be asked to cease trading and may be prohibited from trading at Chazzstock in future years.
• Access to the site is from 11.00 to 20:00 on Wednesday 6th June 2012, and from 09:00 to 20:00 on Thursday 7th June. Access outside of these hours is not allowed unless granted in advance with clear written permission.
• All traders must be on site no later than 20:00 Thursday 7th June.
• Food traders will not be permitted to trade until the pitch has been inspected by the Local Authority's Environmental Health Officer.
• After inspection you will be awarded a green card indicting that you have passed inspection and may now trade. In some cases you may be issued with a yellow card indicating that you may trade but need to improve some aspect of your stall.
• Green or yellow inspection cards must be clearly displayed within the food trade stall at all times.
• Food traders must be set up as for trade by 20.00 on Thursday 7th June.This is to ensure your stalls are available for inspection as stated above. Failure to meet this deadline, may result in your trade stall being prohibited from trading.
• Market traders must be ready to trade by 12.00 on Friday 8th June. This is to ensure your stalls are available for Health & Safety inspection. Failure to meet this deadline, may result in your trade stall being prohibited from trading.
• Festival attendees are allowed on site from 18.00 Friday 8th June.
• Hours of trading are from 09.00 Saturday 9th until 10.00 Monday 11th June unless agreed otherwise.
• Food traders will be supplied with a copy of "Environmental Health Food Safety Guidelines". It is essential that these guidelines are adhered to.  Any food traders found operating otherwise will not be issued a green or yellow card and may be prohibited from trading at Chazzstock in future years.
  

7. Vehicles, Vehicle Movement and Deliveries

• Traders are allowed one vehicle only to remain static on site behind their stall. Please ensure that you have booked a large enough pitch to accommodate this vehicle.  It will not be allowed to move from its position until vehicle movement is allowed on site - estimated time of vehicle movement on site is 13.00 hrs on Monday 18th June. You must not move your vehicle until given express permission by the Market Manager.
• Other trader vehicles will be permitted access to site during set up (before 20.00 hrs on Thursday 7th June) and take down (after 13.00 hrs on Monday 11th June - approx) in order to make deliveries. These vehicles must be agreed in advance with the Market Manager and must be parked in the crew car park. They must leave the site by 20.00 hrs on Thursday 7th June and may not access the site again until the Market Manager has given approval on Monday 11th June.
• During these times your vehicles must move at a maximum speed of 5mph. Do not use your hazard lights but do use turning signals to indicate your direction. In the event of adverse weather conditions there may be a ban of vehicle movement until the ground is made safe. Trader vehicles breaking these safety rules may be fined or in extreme cases, asked to cease trading and leave.
• No trader vehicles are permitted to move on site on Saturday 9th June and Sunday 10th June.  Any vehicles you may see will belong to contractors or crew given permission by Chazzstock Management in exceptional circumstances
• Any traders needing to leave the site to restock must transport the supplies on foot between the car park and your trade stall as vehicles will not be allowed to move on site.
• If you expect a delivery item too large to manually handle, notify the Market Manager before your trip to any local supplier and consideration will be given on how the festival may help you.
• We ask that all food traders use our local sourced suppliers. See section 10 below about wholesalers.
  

8. Noise and Sound Systems

• Noise must be kept to a minimum at all times. Chazzstock reserves the right to order trader sound sources to be turned off at any time.  Unregulated noise pollution could have serious implications on the festival license.
• You will not be allowed to play music after 22.00hrs during any given day of trading. Sound systems may be no larger than 200 Watts.  Exceptions are possible but the trader must ask for and receive written permission by the Market Manager in advance.
  

9. Products and Tariffs

• You are offered your pitch on the strength of the products and tariffs listed on your application form and as detailed in the confirmation letter. The product list and tariff should be an accurate representation of what you intend to sell. In some instances traders may be asked not to sell certain items to avoid clashes with other traders.
• If Chazzstock discovers that you are selling products or charging tariffs not listed we will ask you to withdraw the items or return to the agreed tariff. If you refuse, we reserve the right to enforce closure of your trading operation.
• Food traders are required to cap the price of a cup of tea at £1. We request that you use free range eggs, Fair Trade tea, coffee and hot chocolate on site.
  

10. Animals

• Traders are not allowed to bring animals or pets onto site. You may not keep animals anywhere within the stalls areas. Any animals or pets found with your stall will need to be removed at the owner's expense.

11. Waste and Damage

• Traders are required to keep the area 10 meters in front of your stall tidy and free of rubbish. Please supply an appropriate number of waste bins for the use of customers using your stall. You must ensure that all waste generated by your stall is placed in the appropriate recycling bins provided. Please notify us of any unusual requirements.
• Care should be taken not to cause any damage or change to the site or to any of the fittings, equipment or any other property belonging to the site, to Chazzstock or any of the contractors. You will be required to pay for any damage, including accidental damage caused. This cost may include transportation and labour costs incurred by such actions.
• Traders must ensure that their pitch has been left tidy and in good order. A designated employee of Chazzstock must inspect your pitch and deemed it satisfactory before you leave the site. Any cost for cleansing your site will be charged to you from your litter bond.
  

12. Health & Safety

• Traders are expected to comply with work practices outlined within the Health & Safety at Work Act 1974.
  
• Food traders are expected to comply with legal food safety requirements as found in The General Food Regulations 2004, The Food Hygiene (England) Regulations 2006, and Regulations (EC) 178/2002 and 852/2004
• Food traders are required to supply details of the Local Authority where they registered. We will ask for your Local Authority contact details and a clear, legible copy of your last inspection certificate. No food trade pitch will be fully confirmed without registration details.
• Food traders must comply with the guidance laid out by the Local Authority's Environmental Health Officer.
• Traders are required to have a 5kg dry powder fire extinguisher at their stall.  Food traders must also have a fire blanket.
• Traders must supply a completed Fire Risk Assessment. Chazzstock will send you a fire risk assessment form once your pitch is confirmed.
• Only one spare cylinder of liquid petroleum gas (LPG) may be kept at your stall at any time.  If you wish to store additional LPG cylinders, please liaise with the Market Manager in advance.  
• Gas appliances must comply with relevant HSE regulations and must have undergone a Gas Safe check within the 12 months prior to the festival.
• Food traders must ensure that the Gas Safe registered engineer inspecting your appliances is qualified to check catering units.  We suggest you check on the Gas Safe Register website (www.gassaferegister.co.uk)
• A clear, legible copy of the Gas Safe inspection certificate must be sent to us on confirmation of your application.  No applications will be fully confirmed without relevant Gas Safe certification. Failure to adhere means you will be unable to trade.
• Should there not be sufficient safety checks on your gas equipment, a registered engineer will be called to verify your equipment. You will be liable for the cost on any on-site testing.
• Electricity requirements need to be detailed on the application form. There will be a charge for power. Food traders may have a minimum of 4KW (16A).  Market traders have no minimum.  
• Should you require cabling, this can be provided by the on-site power supply company. They will require a deposit, which will be refunded on return of the equipment.
• Electrical equipment and appliances must comply with relevant HSE regulations and must have undergone a Portable Appliance Test (PAT) safety check within the 12 months prior to the festival.
• You must ensure that the safety check is carried out by a qualified electrical engineer and that each appliance receives a PAT (portable appliance test) certificate.
• A clear, legible copy of the PAT inspection certificate must be sent to us on confirmation of your application.  No applications will be fully confirmed without relevant PAT certification. Failure to adhere means you will be unable to trade.
• When on site, should there be insufficient testing certificates for your electrical equipment, a registered engineer will be called to verify your equipment. You will be liable for any on site testing.
• The trader pitch fee includes access to a supply of clean water. This will be in the form of a standpipe and tap to be shared with other traders. Traders are not permitted to have a direct feed from the communal tap.
• Food traders preparing foods or working with high risk foods (meats, fish, dairy etc) are recommended to have a direct feed water supply. Chazzstock's on-site water supplier can provide this direct feed station near your pitch. You are asked to indicate your need for a direct feed on the application form. There will be a charge for direct feed water supply.
• Food traders must possess appropriate hand washing facilities using hot running water.
• Waste water must be disposed of in bins as provided by the festival. It must not be poured onto the ground.  The digging of sumps and soak-aways is prohibited.
• Traders are not allowed to supply for purchase or gift alcohol in any form whatsoever i.e. brandy-coffees.  
• Other prohibited items include:weapons, anything that can be interpreted as a weapon; explosives of any sort; herbal highs; tobacco products; glass objects or anything contained in glass; tin foil barbecues or charcoal; sky lanterns
• Any trader found offering prohibited items will have the items removed, asked to cease trading or to leave and may be prohibited from trading at Chazzstock in future years.
• There are NO plastic or polystyrene disposables allowed on site. Food traders are obliged to use non-plasticised paper plates and cups and wooden cutlery only.
  

13. Non-compliance

• Chazzstock and their designated employees reserve the right to remove any trader from the festival site who does not comply with the terms and conditions outlined within this document.
• You will not be permitted to operate your stall if you do not satisfy the licensing requirements of the Local Authority. Neither Chazzstock nor it's designated employees can accept any responsibility or liability if this situation occurs.

Thank you for taking the time to read this through. If you agree with the terms and conditions contained within, please tick below to proceed to the application form.