Food Trader Booking Form

The Big Picnic - Food Trader Contract Agreement & Terms

The Big Picnic event is a free community event, organised and run by volunteers. Any charges we are making are to cover the actual costs we have to meet to stage the event.

All electricity on the day is supplied by generators.

In order to run this event we have to comply with all Bristol City Council rules and regs for events in public parks. The info we ask for below is submitted to them and checked. We cannot approve your booking without the correct information.

PLEASE NOTE:

To complete this form successfully you will need the following documents at hand to upload:

• Public Liability Insurance Certificate

• Employer Liability Insurance Certificate

• Fire/Risk Assessment for the event

• Food Hygiene Registration Link

• Your logo

Your Details

Please upload a hi-res logo and photo(s) of your set up if possible. These will be used for marketing of the event - (jpeg or png files)

If you are trading from a gazebo, you will be expected to provide your own gazebo and table(s).Gazebos must be properly secured for prevailing weather conditions and included in your H&S assessment.

Electricity

Any electrical equipment that you use must be connectable to a blue, CEE 16 amp socket connector, and be appropriate for all weather conditions. No extensions or connecting leads will be available from the organisers.  The organisers will supply generators reasonably proximal to your stall, to which you must supply all required connections.

Insurance

All Traders are required to hold current third party Public Liability Insurance of a min of £5m. Please note your application will not be considered if you do not hold Public Liability insurance valid for the full duration of the event.  If your policy runs out before the event, you must supply a new certificate. This is Imperative!

Health & Safety

Risk & Fire Assessment: You must supply a copy of your risk assessment for the event. Please upload this below.

PAT Testing

Gas Certification - If applicable, please upload copy of current GAS Safe certification of equipment

Event Times

• Saturday 27th June - 7am to 8pm (unless otherwise agreed)

• You must be ready to trade by 11am at the latest.

• You will not be allowed to set up after this time.

Access to site for set up

Food trucks/vehicles will be able to access the site via the car park entrance from around 7am (immediately after the morning balloon launch if it happens!) on Saturday 27th June. Vehicles other than food trucks will be required to unload immediately and leave the site. All vehicles (except food trucks) must be offsite by 11am

Vehicles that are NOT a part of your actual cooking/serving operation cannot be left on site. There is no exception to this.

PLEASE NOTE: We may have balloon vehicles which will take precedent to access to the park in the morning if they are making a morning launch as planned. There will be a Marshal(s) on duty at the car park entrance to control and direct vehicle access.

After Event – Pack Down and exit

The event officially ends at 8pm. Though this may be brought forward or extended slightly depending on the prevailing weather conditions for the evening balloon ascent.

Egress from the site will not be permitted before 8pm or after the evening balloon launch whichever is the later, unless directed to do so by the Organisers. Vehicular exit is not possible before all balloonists are off the site. This is a safety directive.

Event Site Plan

You will be sent the draft event site plan and your position/space will be allocated by the organisers. Positions are non negotiable.

Stall Costs

Trader Definitions

Hot Food Traders/Trucks (A)

1. £250 (excluding power)

2. £300 (including power up to 3kw)
   

Small Food Traders - e.g. cakes & coffee (B)

1. £100 (no power)

2. £150 (including power up to 3kw)