Trader Terms and Conditions
Booking and Payment Terms
1(a) Please note that this is an application form only. Once a completed form has been received, GBFF will email the Exhibitor to confirm whether the application is accepted. In the event of a successful application, a non-refundable deposit of 25% of the total pitch fee is due to secure the booking.
1(b) A booking is only confirmed once GBFF have accepted the application form and received at least 25% of the total fee.
1(c) Submission of this application form is deemed as acceptance of these Terms and Conditions.
1(d) Direct Debit details must also be provided at the point of booking, to enable GBFF to set-up a future payment schedule and take the balance payment due for each event. Provision of Direct Debit details shall be deemed as the Exhibitor’s authorisation for GBFF to take the balance monies due, prior to each event commencing, without GBFF contacting the Exhibitor further in respect thereof.
1(e) Payment must be made in full by 6 weeks before the Event. In the event that full payment is not received prior to that date GBFF reserve the right to:
- i) cancel the booking without further notice and retain the full deposit or full pitch fee.
- ii) re-sell the pitch without further notice (any such re-sale does not oblige GBFF to refund any deposit paid).
1(f) In the event of bookings made less than 6 weeks prior to the event, payment in full must be made at the time of booking. No refunds will be possible on a late booking.
1(g) In the event of a cancellation less than 6 weeks prior to an event, GBFF will not refund any element of the pitch fee but will process any outstanding fees as per clause 1(d).
1(h) Exhibitors are responsible for submitting all requested documentation to GBFF within 7 days of the confirmed booking. In the event that such paperwork has not been received by GBFF within that timeframe, GBFF reserve the right to cancel the booking and no refund will be due to the Exhibitor.
1 (i) Should an exhibitor book an event – by submitting a booking form and GBFF confirming that booking. Then the pitch fee will be due for that event (despite any cancellation notice given for an event).
2(a) All indoor pitches include frontage as per the agreed booking. Any additional space/equipment required must be specifically agreed by GBFF and paid for in advance.
2(b) Outdoor pitches are space only and do not include any other furniture/gazebos, unless specifically agreed by GBFF and paid for in advance.
2(c) Exhibitors are responsible for providing their own chiller cabinets, hobs, freezers, cleaning products, kitchenware and hand-washing facilities.
2(d) Exhibitors are not permitted to display signage or promotional materials and/or trade outside of their fixed pitch unless agreed by GBFF and paid for in advance.
2(e) The layout of the event is planned carefully in advance to try to satisfy the requirements of members of the public and Exhibitors alike. The layout CANNOT be altered on the day. Any specific requirements must be requested at the time of booking. Only those requirements made and agreed in advance by GBFF will be possible to be satisfied.
2(f) GBFF will try to ensure a variety of stalls, but cannot guarantee number of stalls per type or whether other stalls will be selling similar products as their secondary products. Priority may be given to local and award winning produce.
2(g) Exhibitors must sell only such products as are listed on their application form. In particular, but not limited to, hot or cold drinks sales, unless they have booked a specific drinks or bar pitch. In the event that an Exhibitor attempts to sell anything not listed on their application form they may be asked to cease such sales. Any losses incurred as a result will be the sole responsibility of the Exhibitor. In the event of a refusal to do so, the Exhibitor may be asked to leave the event. In such circumstances, no refund will be given and any losses incurred by the Exhibitor as a result shall be the sole responsibility of the Exhibitor.
3(a) Electric pitches are available but must be booked and paid for in advance. GBFF cannot guarantee the availability of an electric pitch if not booked in advance.
3(b) Any Exhibitor pulling more power than the amount booked will be required to reduce their usage and/or charged for the additional power used. Failure to comply will result in immediate disconnection from the circuit and no refund will be given. Any losses incurred by the Exhibitor shall be the sole responsibility of the Exhibitor.
3(c) Electricity, if booked and paid for in advance, is available from 8:30am-6pm. No overnight power is available. All Exhibitors are responsible for ensuring that they have their own chilling facilities in place to ensure all produce is kept within the required legal temperature ranges, throughout the course of the event (including overnight).
3(d) All items of electrical equipment must be PAT tested and uniquely marked/identifiable with the dated test label clearly attached.
3(e) Exhibitors trading outside of the Producer Marquees in their own gazebos may use their own diesel generators. All such exhibitors must comply with any additional health & safety/fire regulations and risk assessment processes in respect thereof and bring their own appropriate fire-fighting equipment, with in date testing certification clearly visible. Exhibitors using gas or other fuel must inform GBFF in advance of the event. Petrol generators are not permitted at any GBFF events without explicit permission.
Health and Safety & Food Hygiene Compliance
4(a) All Exhibitors are required to submit their Food Hygiene Rating and certification to GBFF as per clause 1(h).
4(b) The Environmental Health team will be provided with a list of producers attending each event and may contact Exhibitors directly and/or their local environmental health office for further details about Exhibitors and their compliance with Food Standards and Hygiene practises.
4(c) The local Environmental Health team may attend without prior notice. Spot checks will also be carried out by GBFF at every event. Written Food Safety Management Procedures are required by law and must be available for inspection by GBFF and licensing authority staff at all times.
4(d) Should an Exhibitor fail to comply with:
- i) Food Standards and Hygiene Practises to a level acceptable to any Environmental Health officer in attendance and/or to GBFF
- ii) Trading Standards and applicable Licensing Requirements
and not rectify those failings to an acceptable standard, they may, at the discretion of GBFF, be asked to leave the Event. In such circumstances, no refund will be given and any losses incurred by the Exhibitor shall be the sole responsibility of the Exhibitor. Such Exhibitors may (at the sole discretion of GBFF) not be permitted to trade at future GBFF Events and GBFF will not be responsible for any losses incurred as a result.
5(a) GBFF reserve the right to cancel the Event if extreme weather conditions or other unforeseen circumstances beyond the organisers’ control persist, (including, but not limited to, acts of terrorism). Should any such circumstances arise, prior to or during an event,
- i) GBFF shall be under no obligation to provide a refund
- ii) GBFF will not be liable for any damages or losses incurred by an Exhibitor
6(a) Any Exhibitor failing to comply with any of the following terms, at the discretion of GBFF, may be asked to leave the event . In such circumstances, no refund will be given and any losses incurred by the Exhibitor shall be the sole responsibility of the Exhibitor and GBFF will not be responsible in respect thereof. Such Exhibitors may (at the sole discretion of GBFF) not be permitted to trade at future GBFF Events and GBFF will not be responsible for any losses incurred as a result.
- i) All Exhibitors must remain trading during the event hours. The failure of an Exhibitor to trade at any time when the event is open will result in exclusion from future events. THERE WILL BE NO MOVEMENT OF VEHICLES ON SITE UNTIL THE EVENT IS CLOSED TO THE PUBLIC.
- ii) Exhibitors must keep their stall area (and the immediate area surrounding it) tidy and clear of all rubbish. Exhibitors must take their own rubbish home with them and/or deposit it in the on-site skip (arrangements will vary per event and Exhibitors will receive advance and on the day notification, specific to each event). Any Exhibitors who fail to adhere to these arrangements and/or leave their rubbish anywhere on site, other than as directed will be charged a £100 clean up fee.
iii) No Exhibitor shall be allowed to call attention to goods or services, use any equipment or behave in any way so as to cause annoyance/risk of, and/ or actual damage/harm/ loss to GBFF/members of the public/other Exhibitors. Selling of goods by auction is prohibited. Any such inappropriate behaviour/selling practices will be brought to the Exhibitor’s attention by a senior member of the GBFF team and the Exhibitor will be asked to stop and/or modify their behaviour/selling practices to an acceptable standard.
6(b) It is the responsibility of the Exhibitor to safeguard and secure their own property. All items left overnight are done so at the Exhibitor’s own risk. GBFF do not accept any responsibility for theft, loss or damage, howsoever incurred.
6(c) Parking in the car park is at the owner’s risk.
6(d) Exhibitors are not permitted to spread hay on to the event site/area surrounding the event or anywhere within the estate grounds. GBFF incur a charge at each venue for removal of hay & repair to the grass. In the event that an Exhibitor spreads hay anywhere on the event site, GBFF will be entitled to charge the Exhibitor the removal/repair fee in respect thereof (minimum £100).