Beverley Festival of Christmas

Information for stallholders

We are pleased to announce that we are now taking applications for stalls at the Beverley Festival of Christmas 2022.

If you would like to apply, please read the documents Application Procedure For Stallholders and Terms and Conditions before completing the Application Form and Risk Assessment. All documents can be found below. Once you have completed the Application Form, return it to BFOC@veyevents.co.uk

If you have not had a stall with us before, please also send in photos of your stall and products to support your application.

The final date for applications to be received is Monday 15 August 2022.

We look forward to hearing from you.

Application Procedure for Stallholders

Procedure

  • All applications must be received by Monday 15 August 2022.

  • All applications will then be considered against the following criteria (outlined below).

  • Applicants will be notified by Friday 16 September 2022 as to the success of their application.

  • Successful stallholders can make payments by credit/debit card, cheque, or postal order. Please note: our preferred method of payment is by card.

  • To pay using a credit/debit card please contact the Beverley Tourist Information Centre on (01482) 391672.

  • Cheques must be made payable to ‘East Riding of Yorkshire Council’ and returned to EY Events at the address below. Please do not send cheques before you have been accepted.

  • Any changes in your booking requirements must be declared to Visit East Yorkshire Events in writing.

  • Please enclose a Stamped addressed envelope for any samples/photos/supporting documents you would like returning after the application process.

  • A risk assessment, and Public Liability Insurance (£5 million) must be sent by every stallholder to Visit East Yorkshire Events, with the application or before Friday 7 October 2022.

  • Stalls using electrical equipment must send their latest PAT Certificate with the application or before Friday 7 October 2022.

  • Stalls using LPG Cooking/Heating Equipment must send their latest Gas Safety Certificate with the application or before Friday 7 October 2022.

  • Stalls selling alcohol must have a Temporary Event Notice for the event, in place by Friday 7 October 2022. These can be completed online on the East Riding of Yorkshire Council website and for more information please contact the East Riding of Yorkshire Council Licensing Department on 01482 396297. Please only apply for a Temporary Event Notice once your stall has been accepted.

Selection Criteria

The purpose of the event is to sell a wide variety of quality gifts, crafts and speciality foods. Preference will be given to goods made locally, stallholders who are from East Riding of Yorkshire and or products which are handcrafted.

With your stall application you must provide accurate details of all the products you intend to sell on your stall. EY Events reserves the right to close down any stall found to be selling unauthorised goods, i.e. those not agreed by us. The selection process considers the quality and retail mix of products on offer which play an important role in the overall feel of the event and also welcomes new traders who fill gaps in the retail mix.

EY Events will operate a fair and open application procedure and the following criteria will be used to assess each individual application:

  • Handmade – Products that are handmade locally score more highly than those that are mass produced or handmade abroad unless they are produced under Fair-trade conditions (evidence of this should be provided).
  • Locality – Stallholders from East Yorkshire and then the surrounding area are given priority over those from further away.
  • Customer Profile – The products of the stallholder appeal to different genders and age ranges.
  • Quality – Products need to be finished to a high standard and must meet legal manufacturing and trading standards.
  • Price Range – the products to be sold provide value for money to suit all budgets.
  • Retail Mix – It is important to the event to ensure that there is a wide range of product types across the whole market. We are always looking for new and innovative products to be sold at the event. Certain product categories such as Jewellery and Food and Drink are always oversubscribed. In this instance, assessments will be made on a stalls uniqueness, exclusivity, quality and locality.
  • Suitability at Beverley’s Festival of Christmas – Beverley has a variety of quality traders located within the town, so stallholders should be able to offer something different and unique to compliment what is already on offer.
  • Previous performance at Beverley’s Festival of Christmas – Whilst carrying out the selection process, consideration will be made on applications from stallholders that have previously operated on a basis contrary to the terms and conditions. Also considered, will be any evidence that can be provided of the product e.g. photographs of other festivals or shows attended.
  • Supporting Evidence – we welcome any supporting evidence from new stalls or previous stallholders. Pictures of your stall set-up are useful when judging suitability.

Charities and Discounts

Unfortunately, we are unable to offer any discounts to charities or not-for-profit organisations due to the substantial costs and extra additional overheads in running the event.

Feedback

If your application is unsuccessful we are unable to offer individual feedback, so please accept that the decision of the selection panel is final. We cannot arrange individual meetings to discuss applications or view product samples.

Beverley Festival of Christmas, Room JF75, Cross Street, County Hall, Beverley, HU17 9BA.

E: bfoc@veyevents.co.uk

T: (01482) 391669

Terms and Conditions for Stallholders

Stallholders are advised to carefully read the following Terms and Conditions prior to completing their application. They should also retain a copy of these Terms and Conditions for their future reference and guidance. In completing the application form, stallholders agree to indemnify EY Events (East Riding of Yorkshire Council) and its staff against any claims, payments, costs or losses resulting from any failure on their part to comply with these Terms and Conditions. By accepting a stall all stallholders agree to these Terms and Conditions.

All accepted stalls will be given relevant Covid guidance nearer to the time of the event. All stalls must adhere to these conditions in order to participate in the Festival.

General

  1. Failure to comply with all of the below Terms and Conditions will result in the immediate closure and removal of the stall. Any stallholder deemed not to meet these requirements will also forfeit any right to be invited to the festival in subsequent years.

  2. The decision of Visit East Yorkshire Events regarding stall allocation and acceptance is final and non-negotiable. Please read our ‘Application Procedure for Stallholders’ document for more information on selection criteria.

  3. The stallholder agrees to accept the stall allocated to them by Visit East Yorkshire Events.

  4. Visit East Yorkshire Events reserves the absolute right to refuse any stallholder application without stating a reason for doing so.

  5. Stalls must be staffed at all times during the festival between 10am - 4pm on Sunday 11 December 2022.

  6. Stallholders may only start to dismantle their stalls after the time notified to them by Visit East Yorkshire Events on the day.

  7. Hiring of an East Riding of Yorkshire Council stall includes the stall with a roof cover. Please note, the hire of these stalls does not include back or side covers. No additional fixtures/products may be attached or displayed which extend beyond the dimensions of the stall structure unless agreed with Visit East Yorkshire Events.

  8. Both new and repeat stallholder applicants will be considered on equal terms. Due to the high volume of applications, Visit East Yorkshire Events cannot guarantee that any previous stallholder at Beverley Festival of Christmas will be offered a stall each year.

  9. All stallholders and their staff MUST be dressed in Victorian costume. Failure to do so will result in the stall being closed down immediately with no refund. Every stallholder is responsible for dressing their stall in an attractive and festive manner, to contribute to the overall impression of the event to the satisfaction of Visit East Yorkshire Events.

  10. Stallholders are NOT permitted to privately re-sell their stall pitch. Any change in stallholder details needs the prior written consent of Visit East Yorkshire Events and may be subject to an administration fee.

  11. Visit East Yorkshire Events reserves the right to close the stall down or withdraw products for sale that are not stated on the application form. In the event of a stall being shut down due to failure to comply with these Terms and Conditions, no refund will be given. The stallholder application must be accompanied by an accurate description and/or photographs of the products.

  12. Services offered, articles sold and any vehicles brought into the festival area are at the sole risk of the stallholder. In particular the stallholder is at all times responsible for the safety of all items sold and/or held at the stall. EY Events cannot accept the liability for any damage to or loss of any items howsoever caused.

  13. Visit East Yorkshire Events reserves the right to refuse any stallholder entry to the festival area.

  14. Visit East Yorkshire Events reserves the right to make any alteration to the festival and its layout deemed necessary. We will make every effort to accommodate requests for special position requirements where such requirements are noted in the application form, although this might not always be possible.

  15. At the festival, all stallholders and their staff must comply with directions and instructions issued by EY Events and their contractors/staff.

  16. By accepting a stall, all stallholders agree to be photographed/filmed by Visit East Yorkshire Events staff or their contractors for future publicity purposes for East Riding of Yorkshire Council and third party partners. If any stallholder does not wish to be filmed/photographed they must notify Visit East Yorkshire Events in writing before Monday 5 December 2022.

  17. All stallholders are accepted on the understanding that they operate solely at their own risk.

  18. Any damage caused by any stallholder, their employees, agents or any other person under their direction to the event site or its fixtures and fittings shall be immediately made good at the stallholder’s expense.

  19. Stallholders must operate their business and allocated stall or space within a quality standard determined at the discretion of Visit East Yorkshire Events. If Visit East Yorkshire Events feels that there is a deficiency in quality standards, they will notify the stall. If improvements are not made, EY Events reserves the right to close down the stall.

  20. Stallholders shall at all times conduct their business in an honest, civil and business-like manner, without causing nuisance, obstruction or interference in any way with the general public or with the business of any other stallholder. Stallholders must comply with instructions by Visit East Yorkshire Events staff, contractors and the emergency services.

  21. All accidents, disputes, thefts, disorderly conduct, security/safeguarding issues, lost items or damage shall be reported to Visit East Yorkshire Events as soon as possible and no later than the end of the event.

  22. Smoking is not permitted in the vicinity of the stalls, generators or First Aid Point.

Vehicles

  1. No vehicles are allowed in the festival area prior to access for set-up at 7am. Once granted access, all vehicles must then be removed by 8.30am. Any vehicles parked in the area after 8:30am will be removed and the cost of removal recovered from the owner. Each stallholder is permitted one vehicle per stall in the festival area during these times, unless agreed in writing by Visit East Yorkshire Events.

  2. Entrance and exit routes will be sent to all accepted stallholders before the event. Stallholders must stick to these routes when driving and follow any instructions from event staff/security.

  3. Access for emergency vehicles must be kept available at all times.

Insurance, Licenses and Documents

  1. EY Events reserves the right to cancel a stall with no refund if any of the following documentation is not received before Friday 7 Oct 2022.

  2. Proof of Public Liability Insurance cover to a minimum sum of £5 million, covering the event date (Sunday 11 December 2022).

  3. A full Risk Assessment detailing all equipment/produce/stall information.

  4. A PAT Certificate covering all electrical items the stallholder is bringing to the festival (and therefore listed in the Risk Assessment) covering the event date (Sunday 11 December 2022). Receipts must be used as proof of new electrical items (less than 12 months old).

  5. A Gas Safety Certificate for all LPG cooking/heating/gas equipment covering the event date (Sunday 11 December 2022). The testing/certificate must have been carried out by a gas installer listed on the GAS SAFE REGISTER.

  6. Proof of the stallholders latest Food Hygiene Rating by their local authority (minimum 3 star) and any other relevant Food Hygiene Certificates to cover their staff. Please note: there will be food hygiene spot-checks at this event.

  7. Stalls selling alcohol must have a Temporary Event Notice for the event, in place by Friday 7 Oct 2022. These can be completed online on the East Riding of Yorkshire Council website and for more information please contact the East Riding of Yorkshire Council Licensing Department on (01482) 396297.

  8. All sales of alcohol by stallholders must be made in accordance with Challenge 25 guidelines.

Equipment

Any equipment used must not give rise to a noise or nuisance to other stallholders or to neighbouring residential or commercial premises. If such noise or nuisance should occur, Visit East Yorkshire Events shall have the right to terminate immediately the operation of the stallholder.

  1. Naked flames, candles, etc. are not permitted to be used on site by any stallholder/their staff.

  2. All equipment brought on site by any trader must be listed in their Risk Assessment. Any equipment not detailed in the risk assessment or deemed unsafe by Visit East Yorkshire Events, their contractors, or emergency services must be removed immediately from the event site.

  3. Any cabling must be secured down and trip hazards minimized. Stallholders must keep their stall site and immediate vicinity clear of anything that may be a trip hazard and/or obstruct pedestrians, staff, contractors or vehicles.

  4. Stallholders must ensure that any cleaning equipment or chemicals are stored securely and out of public reach.

  5. Stallholders must ensure that their stalls are free of sharp corners or materials within public access that may cause injury and any equipment set-up by stalls is secured, safe and in line with their risk assessment and other relevant safety compliance procedures.

  6. A Fire Marshal will be contracted-in for the event to perform visual inspections of the event site. The Fire Marshal will check that relevant fire extinguishers (in date) are provided by stallholders where relevant and that any gas connections are in good order with gas bottles secured. Visit East Yorkshire Events reserves the right to close any stall if they do not meet the safety requirements of the Fire Marshal, or these Terms and Conditions. In the event of a stall being shut down due to failure to comply with any of these Terms and Conditions, no refund will be given.

Electrical Items/Power

  1. Stallholders are NOT permitted to bring a generator onto the site.

  2. All supplied stalls in Saturday and Wednesday Market will be able to request power (16 amp, rated at 6amp) on their application form which will be for low power consumption electrical items e.g. cash tills, card machines. Stallholders must bring a PAT tested 16-13amp adaptor as this will not be supplied by Visit East Yorkshire Events.

  3. All freestanding stalls will be able to request power (16 amp or 32amp) on their application form which will be provided by Visit East Yorkshire Events. Stallholders must detail how many feeds they require and what electrical items they will be bringing (as part of the Application Form & Risk Assessment). Power will be available for freestanding stalls between 8am - 4pm.

  4. All electrical equipment must have an up-to-date PAT (Portable Appliance Test) Certificate unless they can demonstrate that it is brand new. Stallholders will NOT be allowed to use any untested equipment on their stall or anywhere on site. PAT Certificates, or proof of new equipment receipts, must be sent to Visit East Yorkshire Events by Friday 7 Oct 2022.

  5. Please note: there is NO electricity supply in the North Bar market, however basic stall lighting will be provided.

  6. Stallholders must not use any frayed or damaged electrical cabling. Visit East Yorkshire Events will not be held responsible for electrical issues or any potential losses to stallholders where they are caused by cabling or equipment supplied by the stallholder.

LPG Cooking/Heating Equipment

  1. Any propane or butane (LPG) equipment must be in a safe condition and positioned and used in a safe manner. Stalls must have appropriate safety equipment (e.g. fire blankets, H20, CO2 and foam fire extinguishers), plus a competent person to use the equipment.

  2. A detailed risk assessment must be sent to Visit East Yorkshire Events, including information on any LPG Cooking/Heating Equipment before Friday 7 October 2022.

  3. Any LPG cooking or heating equipment must have been checked for safety by a gas installer listed on the GAS SAFE REGISTER, and certificates sent to Visit East Yorkshire Events by Friday 7 October 2022.

  4. Only serviceable and safe flexible hoses and hose clips, made for LPG equipment, must be used.

  5. Gas bottles must be placed in a safe and secure position at least one meter from openings into adjacent vehicles and external sources of ignition. It is the stallholders’ responsibility to provide the necessary safety equipment including fire extinguishers, cages and locks for the bottles.

  6. Any equipment used for cooking/heating must be placed in a position which is not accessible by the public, particularly children. It must also be placed on a stable surface, in a position which does not present a risk of injury to stallholders, their staff, or members of the public.

Payment

  1. Any applications that are accepted must pay for their stall by Friday 7 Oct 2022 (this will be confirmed via an acceptance email). Failure to pay by the due date (unless notified otherwise) will be deemed as a cancellation of your application. On receipt of full payment, if a stallholder cancels their booking, the following cancellation policy will apply:

    1. Decision date to 16 Oct 2022 – 50% cancellation fee

    2. On or after 17 Oct 2022 – Charged in Full – no refunds will be made

  2. Visit East Yorkshire Events reserve the right to cancel the event at its discretion at any time before the event, in which case all payments received will be refunded in full.

  3. Please note: our preferred method of payment for your stall is by card via Beverley Tourist Information Centre. Payment details will be sent with stall acceptance emails.

  4. Any payment by cheque returned to us by the bank as ‘unpaid’ will incur an administration charge of £50 and the stallholder will not be permitted to have a stall.

  5. Visit East Yorkshire Events reserve the right to alter the venue of the event and will not be liable for nor make any payments of compensation.

Legal

  1. The operation of any food business/stall must comply with the Food Safety Act 1990 and associated regulations and the Health & Safety at Work Act 1974 and associated regulations. The East Riding of Yorkshire Council has the right to terminate immediately the operation of any business/stall if, in the opinion of its officers, a breach occurs of these Acts and regulations. Each individual stallholder will need to apply for and hold any necessary event licenses in accordance with the Licensing Act 2003 and have them available for inspection on the stall on the day of the event. Any relevant current legislation (e.g. regarding labelling) must be adhered to.

  2. Applications must be accompanied by the relevant documentation including Public Liability Insurance, Food Hygiene Certificates, PAT certificates and Temporary Events Notices for the sale of alcohol. Electrical equipment must be PAT tested and you must provide a valid PAT certificate. All stallholder documents must be sent to Visit East Yorkshire Events before Friday 7 Oct 2022.

  3. All stallholders selling food must notify EY Events in writing of the local authority to which they are registered on or before Friday 7 Oct 2022.

  4. Nothing contained in these Terms and Conditions is to be taken to relieve or excuse the trader, his/her assistants, employees and agents from any existing legal duty.

  5. Stallholders must comply with all statutory and other legal requirements, both civil and criminal, including notices, orders, restrictions, directions, conditions and bye-laws, in particular those relating to illegal working.

  6. All stallholders shall indemnify Visit East Yorkshire Events against all liabilities, actions, costs, claims and compensation for injury, loss or damage to any person or property arising as a result of their trading at this event or any act, omission or negligence of the stallholder, their employees, agents or any other person under their direction.

  7. In the event of any abandonment, postponement or limitation of the event or the need to relocate a stall position, or of any of the services provided resulting from unforeseen circumstances beyond the control of Visit East Yorkshire Events, or by an intervention from an outside authority or found necessary by Visit East Yorkshire Events staff, stallholders shall have no claim against Visit East Yorkshire Events in respect of any resulting loss or any damage and the stallholders' liability under these conditions shall not be reduced.

How we use your information

The information you have provided on this form will be used to support arrangements for the Beverley Festival of Christmas. The information you provide may be stored in both manual and electronic formats and will be held to facilitate the services provided by Visit East Yorkshire Events and to assist with record keeping and facilitate ongoing communication. The information you provide will not be shared with third parties without your prior permission.

The Council has retention schedules in place to ensure that information is only held for as long as it is needed and for the purpose for which it was collected. For information on how long your information will be held and in which format, please visit our retention page. (See link below.)

We will use the details you have provided on this application form to contact you about the Beverley Festival of Christmas and in relation to your application. Please note that we may need to contact you at short notice before, during and after events in case of emergencies, changes in schedule or cancellations.

Where can I find out more?

We will always ensure any information you provide is kept secure and confidential. If you want to know more about data protection, how the council uses information and your rights please visit our website

If you have a concern about the way we are collecting or using your data, we request that you raise your concern with us in the first instance. Contact details are available on our website

Alternatively, you can contact the Information Commissioner’s Office.

Terms and Conditions for Stallholders may be subject to amendment – you will be notified of any changes.
Visit East Yorkshire Events, June 2022.

Applications for Stallholders

Download the stallholder application form and the application procedure for stallholders below.
If you have difficulty accessing the form or you have any questions please email us

BFOC 2022 Stallholder Application Form

Risk Assessment form

Download the Risk Assessment below.
If you have difficulty accessing the form or you have any questions please email us

Risk Assessment form