Trader Application Form

Stonedeaf Festival 2019 was an overwhelming success, with amazing reviews and feedback from Artists, Managers, Promoters, the Audience and Vendors alike. Next year we want to make Stonedead Festival better than the last.

Many of last year’s vendors have already approached the festival with requests to return in 2021. To keep a variety of stalls on site each application will be assessed on its own merit to ensure that we have a wide range of goods and food on offer, with as little duplication as possible.

It is important to us that the audience gets good value for money. As part of the application process we require you to provide detailed information, including accurate pitch sizes, product information and your proposed pricing structure.

Feedback from last year’s festival go-ers stated that the vendors’ products and pricing was phenomenal, to facilitate this we aim to keep your costs as low as possible

Anticipated Vendor Trading Times:

Arena Trading Pitch – Saturday 28th August 10:00-23:30 Campsite Trading Pitch – Fri.27th August 12 Noon – Sun 29th August 11:00am

WHAT DOES STONEDEAD FESTIVAL LOOK FOR FROM APPLICANTS?

The pricing and quality of goods that you sell is very important to the Festival. We expect quality food/products, at a fair price. In return we keep our pitch fees as low as possible. Our aim is to keep this as cheap as possible for our audience. Given our low pitch fees and no requirement for percentage of takings that many festivals require, we ask you to keep your prices as low as practicable.

Due to the size of the Festival it is beneficial to have some experience of working at other Festivals, particularly for food traders. Feedback from traders states that experience is invaluable when planning stock levels and staffing.

When completing your application, please ensure stall and pitch sizes are accurate. DO NOT GUESS. Stall sizes must include your trading structure and any additional kitchen/preparation area you may have. The pitch sizes need to include your stall as well as an exact width for guy ropes/tow hooks and in terms of depth, space for any essential onsite vehicles, trailers, caravans, campervans and space for your staff to camp. Please remember space is at a premium and onsite vehicles and caravans will be limited. We use the information you give us to plan our arena and are unable to make changes once space has been allocated.

There must be no vehicle movement in the arena on Festival day between 09:00- 23:30, unless by prior arrangement with the Arena Manager and suitably escorted by our staff. All traffic routes must be strictly adhered to AT ALL TIMES.

IS THERE ANYTHING I AM NOT ALLOWED TO SELL?

In your application we would ask that you give details of everything you wish to sell onsite. Successful applicants will be advised in their Offer to Trade of any products listed on their application which cannot be sold. We are very careful to minimise product clashes across site and selling products without prior authorisation will be considered a breach of the Terms & Conditions.

Contraband items are detailed in our Terms and Conditions which are included with the application form.

HOW MUCH DOES A PITCH COST?

Each pitch is priced dependent upon size and electrical requirements, but we endeavour to keep the costs as low as possible. The final pitch fee will be stipulated in our Offer Letter.

Guideline Costs For 2021:

Pitch Size
(W x D)
General TradingFood VendorsElectricity Supply
3m x 3m£150£27513A – £90 Each
6m x 3m
6m x 6m
£175£30016A – £100 Each
9m x 6m
9m x 9m
£200£32532A – £120 Each
12m x 6m
12m x 9m
£225£350

WHAT IF I DON’T NEED A PITCH, CAN I JUST WALK ABOUT AND SELL MY GOODS?

All approved traders must have a static pitch from which to trade. Mobile/roaming traders and flypitchers are strictly prohibited. Anyone found to be selling products without written authorisation of Stonedead Festival will have their items confiscated and may be evicted from site.

HOW DO I APPLY FOR A STALL ON BEHALF OF A CHARITY/CAMPAIGNING ORGANISATION?

The application process for charity stalls/pitches is the same as other vendors, however if selected as one of our chosen charities we will waive the pitch, but not the electric fee. Please make it clear in your application that you are applying as Charity and include your Charity Registration details.

WHAT DOCUMENTATION DO I NEED TO TRADE AT STONEDEAD FESTIVAL?

Whether you come to site as a food trader, non-food trader or charity, you are operating as a legitimate business and as such have to comply with current legislation. Regardless of whether or not you are selling a product or service to the public, you will need documentation in place, some of which will be requested in advance of the Festival. To include, where appropriate, but not exclusively: –
• Public, Employers and Employees Liability Insurance Certificates with a MINIMUM cover of £1m
• Health & Safety Documentation (Policies, Risk Assessments including Fire Risk Assessment, Training Records etc.)
• PAT Test Certification and, where necessary, Electrical system test documentation.
• Gas Safety Certificates (where applicable)
• Written Scheme of Examination for all pressurized Systems (including coffee machines)
• Food Safety Management System (SFBB, NCASS, COOKSAFE or similar)
• Food Hygiene Training Certificate (food handlers only)
• Written allergen information on all unpackaged foods Food traders should be prepared to receive a visit onsite by a Food Safety Officer All of this documentation should be present on site for inspection. Copies will be made and held by Stonedead Festival H&S officers.

WHAT SHOULD I BEAR IN MIND BEFORE SUBMITTING MY APPLICATION?

You MUST NOT use the Stonedead Festival Logo, Name and/or Images on any goods or promotional material. This is strictly prohibited and applies to websites, social media and press coverage, unless by prior written approval.

Sub-contracting, sub-letting or the sharing of a stall or any part of a stall is strictly forbidden. We expect the Trader applying to be the Trader running and managing the stall on site.

Generators are allowed on-site if included in all relevant documentation e.g. risk assessments etc.

Traders successful in their application must only sell approved goods at prices specified in their application and agreed with the Arena Manager. The festival reserves the right to restrict your product list.

HOW DO I APPLY FOR A TRADING PITCH?

The application form should be fully completed with accurate measurements provided. This should then be submitted to the Arena Manager via the submission button on the form itself

WHEN WILL I FIND OUT IF I HAVE BEEN SUCCESSFUL IN MY APPLICATION?

We will contact each successful applicant with an Invoice within 1 month of receipt of the completed application, in which we will confirm your successful application and pitch cost and required deposit.

IF I AM SUCCESSFUL, WHAT HAPPENS NEXT?

After the receipt of the Invoice, you should pay the requested deposit, and complete any additional information required, by the due date to guarantee your space. Once this has been processed you will receive full details of the pitch location, how many passes and vehicle passes have been allocated.

I AM A FOOD TRADER; HOW DO I GET MORE STOCK DURING THE FESTIVAL?

We work hard to minimise vehicle movement around the site, especially in the Arena during the Festival event. All vehicle movements within the arena whilst the audience are present, must be agreed and escorted by the festival staff. Vendors are welcome to leave a vehicle in the General Parking Area to allow them to leave the site for collection/delivery of goods and we will facilitate this to the best of our ability at short notice.

WASTE DISPOSAL

We aim to minimise the waste produced at the festival; and therefore encourage you to use as little packaging as possible and to use recyclable packaging. Vendors are requested to avoid plastic disposables, and use alternative biodegradable plates, cutlery, bags, etc. All stallholders must remove and dispose from the Festival site ALL refuse and litter at and around the stall. Recycling or General rubbish bins and skips are ONLY provided for public use. Waste water from a stall must be disposed of in drains and NOT on grassed stall sites. All oil products must be taken away in an appropriate sealed container or drum.

Any costs for clearing and/or cleansing your pitch will be charged to you –

An invoice will be raised and sent after the event weekend.

PACKING UP

Stallholders must pack up the stall in an orderly and quiet manner and leave the stall site in the condition that it was prior to the stall being erected on Festival day.

By completing the application form below you agree to our terms and conditions, a copy of which can be found here