Booking Form
You are required fill in all the information needed on this form in order to apply for a stall at The Big Picnic 27th June 2026 - 7am - 8pm
Booking
Applications will be accepted on a first come, first served basis. We reserve the right to vet all applicants.
On completion and submission of the Booking Form and subsequent notification of acceptance by the organisers a binding contract arises.
Bankruptcy and Liquidation
In the event of the trader becoming insolvent or entering into liquidation prior to the event the allotment of stand space will be cancelled, and the total value of the stand space will be payable under the terms of the Contract.
Cancellation of Event
The organisers do not accept responsibility for any exhibitor loss or damage or financial loss, due to abandonment or cancellation of the event due to severe weather conditions or other factors beyond our control.
Cancellation of Stand Space
If a trader cancels a stand space after an application has been accepted by the organisers, they must immediately inform the organisers in writing. They will be liable for the total value of the stand space.
Electrical Equipment
Any electrical equipment used at the event must have been PAT tested and carry a current PAT certificate and be labelled appropriately. This is a statutory requirement of the Electricity at Work Regulations 1989 (EAWR).
Open fires or any type of flame cooking will not be permitted by stall holders.
General Conditions
The organisers will be responsible at all times for the control of the event area. The trader is responsible for their materials, stock, equipment and other possessions as well as the selling and promotional activities and their employees, contractors and agents.
Health & Safety
Exhibitors must comply with the Food Safety (General Food Hygiene) Regulations1995 and the Food Safety (Temperature Control) Regulations 1995 and with the CIEH National Guidance for Outdoor and Mobile catering. All stall holders/traders are expected to do their own health and safety checks for the event.
Insurance
Exhibitors must provide their own public liability insurance cover. We require copies of these to submit to the BCC events permissions team to comply with regulations set out by them and our own insurance policies
Payment
Stall fee must be paid in full by 30th April
Stand Space & Location
All traders must trade from their allocated pitch space. Any additional space required must be agreed in advance. Pitches will be allocated and marked ready on the day. This is not negotiable.
Vehicles
You may bring a vehicle on site to unload. But unless your vehicle is required to deliver your service, it must be removed before 11am. You can access the site from 8am. Additional vehicles are not permitted on site or behind traders’ stalls (unless agreed). Once the trader has set up, their additional/servicing vehicle must be moved off site, out of the park.
Traders cannot leave the site until 4pm at the earliest. You are invited to stay until the end of the event at 8pm. For safety reasons, no vehicles are allowed back onsite until the event is closed and cleared.
Waste Management
We discourage use of plastic on site, and it is a requirement for traders to use biodegradable disposable paper cups, plates and bags and wooden cutlery. Also, it would help us greatly if you could choose cans instead plastic bottles for drinks.
Each trader must have a facility for collection of waste from customers (which must be segregated) which they must bag up and take to the collection point adjacent the vehicular access to the park, at the end of the day.
Any trade waste or dirty water, or other liquids used in the preparation and consumption of food must be taken away off site by each trader. It is an absolute condition of trading that traders who do not comply will be immediately be banned from trading at anyof our future events.
We will have volunteers handling general onsite recycling (paper, cardboard and cans) and rubbish at the event from around the park, but each trader must also take responsibility for segregated collection of their own waste and that from their customers.
PLEASE: DO NOT MIX YOUR RUBBISH OR THROW GLASS OR CARDBOARD IN THE BINS!
Specific bags for waste will be available if needed: Recycling and general waste. Please ensure you use these around your space.
Water and hand washing facilities are available on site, in the Pavilion building, but will not be immediately local to your pitch. Each trader will need to fetch and carry any water they need to and from the Pavilion building on the day.
PLEASE NOTE:
We are not a commercial organisation. This is a free event for the community, being organised and run by volunteers. Any charges we are making are to cover the actual costs of organising and running the event.
Please send your paperwork in and make your payments promptly. We have a waiting list for stalls and so if payment is not received on time your space will be allocated to someone else. You will NOT be chased.
