TERMS & CONDITIONS for STALL HOLDERS 2024
Wells Carnival 2024 – Friday 2nd August to Sunday 11th August
These regulations are issued by Wells Carnival Ltd. and apply to all exhibitors, including charities &sponsors. Should an exhibitor choose to exhibit at the Carnival these regulations will form part of the contractual agreement with Wells Carnival Ltd.
SPACE AVAILABLE
Standard outdoor pitches are 3m wide frontage by 4.5m deep – tables, chairs, ‘A’frames, towbars etc to be contained within this area. For larger pitch sizes please include information on the booking form and we will be in touch.
ALLOCATION OF PITCHES
The allocation of the space available and the positioning of stands will be at the discretion of Wells Carnival Ltd. who reserves the right to relocate your pitch at any time before your arrival if deemed necessary.
All allocated sites will be marked clearly and exhibitors should endeavour to fill their entire pitch and remain within their own boundaries.
Exhibitors should not set up until they are sure that they are on the correct pitch. A member of the Carnival team will be at hand to advise.
Exhibitors will not be allowed to set up before the stated times unless previously agreed with Wells Carnival Ltd..
VEHICLES
Vehicles are not permitted on pitches during Carnival opening hours unless pre-arranged with Wells Carnival Ltd. Vehicles with permission will be allocated a permit to display in their window
No vehicles to be moved during events unless in an emergency when they must be accompanied by a member of the Carnival Committee. Vehicles, at this time and at the end of trading time, must move at walking pace when on The Buttlands.
PAYMENT
Stallholders will be advised as soon as possible after the selection process has been completed as to whether their application has been successful. They will receive further details including when and how to make payment in full.
If a receipt is required, the applicant must provide a stamped addressed envelope.
If we do not receive payment by the date requested your application will be cancelled.
WELLS CARNIVAL’S RIGHT TO REJECT
Wells Carnival Ltd. reserves the right to reject any application.
Wells Carnival Ltd. reserves the right to decline at any stage the admission of any proposed exhibit or any exhibit already delivered. In such cases the fees may, at the discretion of Wells Carnival Ltd. be refunded and, if refunded shall be accepted by the exhibitor in full satisfaction of any claims against Wells Carnival Ltd. Wells Carnival Ltd. reserves the right to decline any request from an exhibitor to use his/her own power source.
CANCELLATION CHARGES
All cancellations made after payment received will incur a £10 administration fee.
Stalls cancelled less than 6 weeks prior to the event will not be refunded.
WELLS CARNIVAL RESPONSIBILITIES
Wells Carnival Ltd. reserves the right to postpone, cancel, or curtail the Carnival. Where such a decision is made as the result of events outside the reasonable control of Wells Carnival (including adverse weather conditions), it shall not incur liability for loss or damage nor refund any fees and charges paid.
Wells Carnival Ltd. shall not be responsible for any loss or damage arising from any error in the apportionment of space or for any encroachment by an exhibitor on the space apportioned to another.
Wells Carnival Ltd. excludes all liability for loss of earnings arising from any Incident beyond the control of the Carnival Organisers.
STALL HOLDERS RESPONSIBILITIES
It is the stall holders responsibility to ensure they have:
Public Liability Insurance.*
(If you are setting up a stand at any event where members of the public will attend, you should protect yourself with public liability insurance. This ensures any visitor who is harmed or injured by anything connected with you setting up your stand, running your stand, equipment or items on or around your stand etc are able to claim against your insurance rather than from you, personally. Stall holders without insurance shall indemnify Wells Carnival Ltd. on account or in respect of any such damage or injury, which may be so caused)
A current copy of a Basic Food Hygiene Certificate & Kitchen Inspection Certificate
(if applicable to your business) should be on display whilst trading
Each exhibitor is responsible for ensuring that they have adequate public/product liability insurance and display insurance certificates on their stand.
Risk Assessment – Each exhibitor is responsible for risk assessing their own stall and products and with providing Wells Carnival Ltd with a copy. A risk assessment shall be available for inspection, at all times, whilst trading. Guidance on the risk assessment process is available on request.
Each exhibitor shall be solely responsible for any loss, injury or damage arising from any article or property exhibited or brought onto the Carnival grounds. Each exhibitor shall indemnify Wells Carnival Ltd. on account or in respect of any such damage or injury, which may be so caused.
The stallholder is responsible for the erection of their stall and for providing their own gazebo and any other equipment required for use in their stall/pitch.
Any stall/ pitch holder found to be operating outside their assigned area would be asked to adjust their stall to fit the agreed size.
Each exhibitor shall be held responsible for the behaviour of his/her staff and for the consequences of any misconduct by them.
Each exhibitor shall ensure that any product displayed or offered for sale conforms to all UK law and legislation, including, but not limited to, Health & Safety and Trade Descriptions legislation.
Exhibitors intending to operate or display any potentially dangerous equipment or processes must inform Wells Carnival Ltd in advance of the Carnival. At the Carnival all necessary warning signs and safety barriers must be in place and adequate public liability insurance must be held by the exhibitor.
Each exhibitor shall ensure that only trained personnel operate any plant machinery or demonstration equipment. Adequate precautions must be taken to protect the operators and bystanders and all relevant methods for the safe display of such equipment must be taken.
Any exhibitor who wishes to supply his or her own outside power source in the form of a mobile generator is required to indicate this on their application form. In this case the exhibitor must ensure that the device used is fully tested and certified and is acoustically silent in order that the equipment disturbs no other exhibitor. Any fuel supply for the device must be stored safely and only in purpose made clearly labelled metal or approved plastic containers. No more than five litres of fuel may be stored at any one time. Max decibels 90
Remove from site all rubbish, boxes and packaging materials. Failure to comply will incur an extra charge.
Stands selling food for immediate consumption must provide a rubbish bin at their stall and be responsible for the emptying of this bin during and after the event plus disposal of their own rubbish.
No gas bottles, gas burners, BBQ’s or naked flames to be used without prior notice to Wells Carnival Ltd. If granted permission must supply own relevant Fire extinguisher.
Appliances, leads and other equipment should be safely stored so as not to be a hazard to others.
If any electrical appliances (including extension cables) are used, these must have a current safety certificate (portable appliance testing) displayed that has been completed by a qualified electrician. Stall holders with appliances not meeting this requirement will be asked to have them removed.
Stalls must be weighed down
Stall holders must park vehicles prior to commencement of event. Wells Carnival Ltd is not responsible for ensuring space is available. All vehicles must be parked in accordance with current highways legislation.
A Temporary Events Notice (TEN) is applied for by Wells Carnival Ltd (Issued for the period of trading by North Norfolk District Council) and will cover stallholders selling alcohol, on days and times, as agreed and confirmed with Wells Carnival Ltd, By agreeing to Wells Carnival Ltd terms & conditions stallholders selling alcohol confirm they have never been refused a TEN or been prosecuted for infringement of licensing conditions.
All drinks must be served in paper or plastic containers.
PLEASE NOTE: IT IS A CRIMINAL OFFENCE TO MANUFACTURE/SELL/SERVE ALCOHOL WITHOUT THE APPROPRIATE LICENCES. PLEASE ENSURE THEY ARE AVAILABLE TO VIEW ON REQUEST AT THE EVENT AS WITHOUT THEM PERMISSION TO TRADE WILL BE REFUSED. IT IS THE STALLHOLDERS RESPONSIBILITY TO ENSURE THEY HAVE ALL THE NECESSARY LICENSES/AUTHORISATION TO MANUFACTURE AND/OR SELL ALCOHOL. WELLS CARNIVAL LTD WILL OBTAIN A TENS LICENCE FOR THE DURATION OF THE EVENTS
ELECTRICITY
Electricity must be requested and booked in advance. This should be for tills, credit card terminals, computers, mobile chargers and stall lighting. However, it may be possible to provide refrigeration. Full details should be completed on the enquiry form and the stall co-ordinator will confirm if possible, to meet your requirements No heaters, kettles, over sized lights etc may be used.
GAS APPLIANCES
No gas bottles, gas burners, BBQ’s or naked flames to be used without prior notice to Wells Carnival Ltd. If granted permission the stallholder must supply their own relevant Fire extinguisher that has been checked and validated every year by an approved engineer and ensure that they are aware of and adhere to all the current gas safety regulations.
FIRE AND SAFETY REGULATIONS
The safety regulations set down by Norfolk Fire & Rescue Service must be adhered to at all times and stallholders must comply with the following:
Fire extinguishers must be visible and accessible.
All cooking and heating appliances must be so positioned as to guarantee complete safety.
It is forbidden for any appliances to be operated on alcohol, petrol or oil.
In the case of liquid petroleum-based gas, the pressurised containers must be positioned in a removable and well ventilated place. The connections are to be made of red copper pipes bound by soldered silver rings.
Only purpose-designed appliances for cooking and frying are to be used (frying appliances must be fitted with a thermostat) and a fire extinguisher must be placed beside such appliances.
All flammable paper, packaging waste must be removed from the area around any cooking appliances immediately and stored in a fire resistant container.
Flammable or toxic gas-inflated balloons are forbidden
*Why do event organisers remind stallholders to have public liability insurance?
If you are setting up a stand at any event where members of the public will attend, you should really protect yourself with public liability insurance. This ensures any visitor who is harmed or injured by anything connected with you setting up your stand, running your stand, equipment or items on or around your stand etc are able to claim against your insurance rather than from you, personally.