Submitting this form does NOT guarantee a pitch space for a stall, a member of the team will be in touch once received.
The following rules & regulations are set by Pride In Surrey.
The organiser is Pride In Surrey. Pitch, Stallholder or Exhibitor means traders, caterers, craft people, charities, non-commercial groups and companies wishing to exhibit with a space at Pride In Surrey on Saturday 10th August 2019.
Subcontracting, pick stalls or mobile sellers are not allowed without prior consent from Pride In Surrey.
No company or person will be allowed to trade on site without prior consent and a confirmed booking.
No third party sponsorship or branding can be displayed without prior written approval.
Pitches and Stalls
Pride In Surrey are offering thee varied sizes for hire:
• 6x3m or small vehicle
Stalls and/or vehicles must not exceed the size boundaries.
Allocation of Pitches
Pitches will be allocation by Pride In Surrey. A number of factors will be taken into account including variety of goods, the overall balance of all stalls and health and safety considerations.
Stallholders must provide their own gazebos and tables if required. The event is on a grass surface. Equipment must be in sound condition and secured or anchored to ensure they do not move in any condition.
Description of Goods
Stallholders may only sell the goods originally identified on their application form, unless otherwise agreed with Pride In Surrey. We cannot allow under any circumstances the sale of prohibited items such as: illegal or controlled substances, knives, replica weapons, flares and/or fire hazardous items that may cause injury to any person.
Generators and Electricity
No electricity supply will be available and pitch holders must make sure that they provide their own generators if required. The use of generators must be stated on your application form. No generators at all will be permitted on a 1x1.8m pitch or within enclosed blocks of stalls. All generators must be suitably located to ensure will not cause a nuisance to neighboring premises and/or the event itself due to noise or fumes. No generators can leave a mark on, nor cause damage to the grass at the end of the event. In the event that the grass is damaged, the fee to restore the ground will be charged directly to the stallholder by Woking Borough Council. Diesel generators are recommended over petrol to reduce the risk of fire. All electrical supplies must be fit for purpose and suitably IP (Ingress Protection) rates for this type of event. All cabling and appliances must be PAT tested, items purchased in the last 12 months will be exempt from this testing only if proof of purchase can be shown. Pride In Surrey reserve the right to disconnect any generators not complying to the above.
Toilets are available on site. Pride In Surrey is unable to provide cover for your stall.
Waste & Rubbish Disposal
Stallholders must remove their waste from the site completely. If providing food for immediate consumption, the stallholder are encouraged to use ecofriendly/ biodegradable packaging.
Setting up, Packing Away:
Stallholders will be given a specific time to set up to avoid congestion. Stallholders may only begin packing up after the agreed time.
Food Safety and Standards
Stallholders wishing to sell food for consumption on or off the premises must comply with all local and national laws and regulations. All catering pitches should hold a valid copy of their food hygiene and/or preparation certificates in due case of any inspection.
Sale of Alcohol
Stallholders wishing to sell alcohol for consumption on or off the premises must:
• Apply directly to Woking Borough Council for a Temporary Event Notice (TEN) for their stall.
• Operate a Challenge 25 policy.
• Employ staff over the age of 18 and have at least one Personal License holder or an individual TEN for their stall.
• Comply with all local and national laws including the Licensing Act 2003.
Stallholders should use the allocated smoking areas on site.
Payment should be made to; ‘Pride In Surrey’. Pride In Surrey can accept payment via cheque or BACS.
Payment should be made in a timely manner.
Account Name: Pride in Surrey
Bank: Natwest Plc
All stallholders MUST hold their own Public Liability Insurance and provide a copy of this to Pride In Surrey. It is recommended to have cover for at least £5m. Pride In Surrey accepts no responsibility for any loss, theft or damage while at the event. Exhibitors shall be solely responsible for providing security for their own space.
Cancellation by the stallholder
If a stallholder cancels their attendance at Pride In Surrey, the following refund policy will apply:
1. Cancellation on/before 31st May 2019 – 90% refund
2. Cancellation between 1st June and 13th July 2019 – 50% refund
3. Cancellation on/after 14th July 2019 – no refund will be due
Postponement or Abandonment
1: Should an event be abandoned on the day due to strikes, lockouts, poor weather, acts of God, third party or other circumstances outside the control of the Event Organisers NO refund will be available.
2: Where the event is cancelled or postponed by the organisers 4 weeks prior to the event date, a full refund of site rental will be made available to exhibitors.
Compliance and Miscellaneous
• By submitting the application form to trade you are signing and agreeing to all rules, regulations and terms and conditions set out by Pride In Surrey
• Pride In Surrey reserves the right to reject applications.
• All stalls must be supervised by a competent person during the event.
• Use of PA/radio systems by stallholders is not permitted, including communicative radios unless approved by Pride In Surrey.
• Pride In Surrey shall not be liable or responsible or any injury to the exhibitor, employees, guests or visitors while within the confines of the space allocated to them.
• Permission should be sought in the event of any exhibitor or otherwise wishing to reproduce the Pride In Surrey logo or any other branding associated to them.
In the event of any dispute the stallholder should write to the Chairman of Pride In Surrey via email firstname.lastname@example.org or by post: Pride In Surrey, Export House, Cawsey Way, Woking, Surrey, GU216QX.