Rules and Regulations For Pitch Bookings

Stall Holders – Rules and Regulations

Before Starting Your Booking – Please Read This Page Carefully

This is your agreement with Bearsted & Thurnham Carnival & Fayre.

Pitch Sizes and Booking:

1. • A standard pitch size is 3.5m x 3.5m (suitable for a standard gazebo). If your pitch needs to be larger or smaller, please contact us to discuss your requirements.
   • If you require a double pitch or two separate pitches, please use the “Number of Stalls” option when booking.
   • If booking more than one pitch, state whether you want them together or in different locations on the green. While we will try to accommodate your request, this cannot be guaranteed.

Payment:

1. • Stallholders must make payment at the time of booking. Unpaid bookings will not be processed.

Insurance Requirements:

1. • All stallholders must have Public Liability Insurance (minimum £2 million) covering their pitch and equipment. A valid Certificate of Insurance for the event date must be uploaded during booking.
   • If your insurance is due to renew before the fayre, send the updated certificate to the email provided below at least two weeks before the event.
   • ID insurance cards alone are not accepted. The full front copy of the Public Liability Insurance Certificate must be provided.

Food Stall Requirements:

1. • Food vendors must upload a copy of their Food Hygiene Certificate. One-off food providers should contact the Stalls Administrator for more information.

Equipment:

1. • The event does not supply equipment, such as tables, chairs, or gazebos. Do not take equipment from other pitches or the Cricket Pavilion.

Product and Activity Information:

1. • Provide a brief description of the products or activities you will offer on the day during online booking.
   • Do not change your planned activity or products without consulting the Stalls Administrator.

Electricity and Generators:

1. • Limited electric supply (13A and 16A) is available. Contact the Stalls Administrator if required. Priority will be given to food and drinks stalls.
   • Silent-running generators are permitted with prior approval and must be secured with barriers. A risk assessment for generator use must be provided.

Waste Management:

1. • Stallholders must take all rubbish home. Event-hired bins are for general event waste only.
   • Failure to clear rubbish may result in a refusal of pitches in subsequent years and invoicing for disposal costs.

Setup and Vehicle Movement:

1. • Set up your stall behind and to the right of the numbered pitch marker.
   • Stall setup begins at 8:00 AM. All vehicles must be removed from the green by 11:30 AM and parked in the designated stallholders’ car park.
   • Drive slowly and follow instructions from volunteer marshals while on the green.
   • Do not block roadways or neighbouring driveways as this restricts carnival routes and emergency services access.
   • Use “Entrance A” for vehicle access during setup.
   • After midday, vehicle movement on the green is prohibited until the event ends at 5:00 PM, unless permission is granted by the Event Manager.
   • Exit the green via the kerb ramps on the south side, following instructions from marshals.

Bad Weather or Evacuation:

1. • In adverse weather or during an evacuation, vehicles must not move until instructed by marshals.

Refund Policy:

1. • No refunds will be provided due to bad weather or other reasons unless at the discretion of the Events Team.

Charity Stalls:

1. • Charities must provide their registered charity number, which will be verified by the Events Team.

Alcohol Sales:

1. • Selling alcohol requires prior approval from the Events Team. A Temporary Event Notice (TENS) will be arranged on behalf of approved stallholders.

Liability:

1. • The Bearsted Fayre & Carnival Events Team is not responsible for any loss or damage to products or personal property. Stallholders must secure their belongings, including money and valuables.

Exclusivity:

1. • Exclusivity of products or services cannot be granted to any stallholder.

Event Cancellation:

1. • The Events Team cannot be held responsible for cancellations but will endeavour to reschedule if possible.

Behavioral Expectations:

1. • Aggressive, abusive, or inappropriate behaviour towards volunteers or the Events Team will not be tolerated. Offenders will be removed from the event, and incidents may be reported to the Police.

Agreement to Terms:

1. • By booking a pitch, you agree to these rules and regulations. Failure to comply may result in booking cancellation or removal from the event.

These terms and conditions ensure a smooth and enjoyable event for all participants. Thank you for your cooperation!

Contact Information:

For questions or concerns regarding stalls or pitches, contact the Stalls Administrator:

Nicky Bedford – Stall Administrator
Fayre Mobile: 07724 553121
Email: stallsadmin@bearstedfayre.co.uk