Elderflower Fields Festival 2019 Vendor Information and Terms & Conditions
Opening time, set up and access to the site
Elderflower Fields will take place on 24th – 27th May 2019 at Pippingford Park, Nutley, TN22 3HW
The festival will open to ticket holders on Friday 24th at 12:00 and the site will close to the public on Monday 27th at 14:00. We are expecting to sell 4600 tickets. We predict there will be around 5500 people on site in total, including crew, volunteers, artists, activity providers and traders. We will keep you informed of ticket sales and total number of people on site in the run up to the festival.
Stall holders will be able to set up between 10:00 and 18:00 on Tuesday 21st, Wednesday 22nd or Thursday 23rd May. It will not be possible to set up on Friday morning as this is when Wealden District Council will carry out their inspection. Your stall must be set up and manned by the responsible person for this inspection which usually starts at 09:00. Prior to this the EF Health and Safety team will inspect your set up on Thursday late afternoon/evening. Your stall needs to be taken down by 18:00 on Tuesday 28th at the very latest. You will not be allowed to drive off site until all members of the public have left the event, i.e. not before 14:00 on Monday 27th May.
Stalls must be ready to trade by 12:00 on Friday 24th May unless otherwise agreed with the organiser.
No vehicles are allowed on the festival site after the event opens unless they are essential for re-stocking or storing food. Vehicles can be taken onto the site and up to the pitch prior to the opening of the festival in order to deliver equipment etc. Parking is available just outside the entrance of the festival. Absolutely no driving on grass in any vehicle until approval and route is agreed with the event Production Office.
Please note that if you need to re-stock during the festival you will need to provide your own means for this without the use of a vehicle. If a vehicle is absolutely necessary, there will be set times for access early in the morning to the back of house areas. Exact times and the system for booking this will be communicated nearer the time. You will need to provide vehicle registration number for any vehicle that needs to be taken on site at any point and you need to obtain and display the correct type vehicle pass. Full information on vehicle access will be provided to successful applicants in due course.
If you arrange for equipment or products to be delivered onto site by others during the build phase you must be there to receive these. EF crew are not able to assist with any deliveries. It is crucial that you make arrangements to fully manage any deliveries yourself.
Nearer the time you will be sent our Site Guide and Safety Induction document and you must ensure you and all your staff members are provided with a copy. You must read this prior to arriving on site during the build phase and you must sign a declaration stating that you and everyone working with you have understood and agree to the content.
In 2019 we will require a deposit of £500.00 plus VAT upfront to confirm your pitch in combination with 20% plus VAT of total turnover at the end of the festival. The deposit will be deducted from what you need to pay after the festival, providing you have adhered to all the terms and conditions throughout the festival.
Stall holders must provide full z-readings from all sales at the end of the event.
Please note that we also require a separate Waste Bond of £100.00 in addition to the deposit to ensure that everyone clearly understands that all pitches and the surrounding area need to be left completely clean and clear of all waste generated by your operation. This includes a proper litter sweep (for cut off cable ties, plastic wrappers etc.). The waste bond will be deducted from your final invoice upon satisfactory inspection by us of your pitch and the immediate surrounding area before you leave the site at the end of the event.
Following overwhelming feedback from our festival goers we are asking all stall holders to accept card payments (iZettle or PayPal have proven to work well on the festival site). This has proved to greatly increase stall holders’ turnover.
The application process is open from November 2018 and the deadline for receiving applications is 15th January 2019. All stall holders must state on the application form all items they wish to sell, and provide a full menu including prices. We will carefully consider the range of products available and ensure that you have a fair portion of the market, but we are looking for a partnership with our vendors – the onus is on you to sell a fantastic product, make your pitch look attractive and set your prices reasonably. If we feel your prices are set too high, we may not consider your application.
Once we have received all the stall holders’ application forms the Elderflower Fields team will look at who has applied and if your application is successful we will send you an initial confirmation by email. You will need to respond to this email confirming that you will attend and thereby committing to turning up on the days as agreed and be open during the times you have listed on your application. The £500.00 plus VAT deposit plus the £100.00 Waste Bond is due at this point and this must be paid for your pitch to be fully confirmed.
Elderflower Fields will provide a pitch of suitable size for you based on the details provided in the application form. A photo and clear drawing of your pitch is required on application. Please note that Pippingford Park is a hilly site with uneven ground in many places.
Stall holders are fully responsible for providing their own structure, setting it up and making sure their set up looks great, is inviting, safe, secure and easy for the customers to use. Stall holders are also responsible for making sure the back of their stall is covered/fenced-off in a way that is safe in terms of access, and looks clear and tidy.
We encourage stall holders to provide their own seating and tables as long as the seating is in-keeping with the atmosphere of the festival. Please contact if you wish to discuss this. There will also be some dedicated areas around the site where people can eat their food.
Elderflower Fields will provide electricity if required, and there will be a small charge to stall holders for connections. This is charged at £10 per 4 way 13a connection, £10 per single 16a connection and £20 per single 32a connection. If your application is successful, you can book and pay for your connections at the same time that you pay your pitch deposits. Please keep your need for electricity as low as possible for environmental reasons. It is crucial that all stall holders list and clearly state the power rating for all their electrical equipment and appliances on their application and book the correct number of 13, 16 or 32 amp connections. The stall holders will need to provide their own cabling to reach the provided power supply at the back of their pitch. If you bring more electrical equipment than stated, we cannot guarantee our electrical supply will cover this and you may not be able to use the appliance. If you require additional connections at the event, which have not been pre-booked, these will be charged at five times the above stated rate.
All appliances must be PAT tested. Non PAT tested items will be condemned and anyone using non PAT tested items will be in breach of their contract and may be removed from site. Our on site electrician may be able to offer emergency PAT testing at the event, but this cannot be guaranteed and will be charged at £20 per item.
Electricity for stall holders must be provided by Elderflower Fields. Additional generators are not permitted on site for health and safety and noise reasons.
Security and health & safety
Elderflower Fields is responsible for general security during the festival, however the stall holder is solely responsible for security of their own stall, including but not limited to all property, equipment and goods.
It is a condition of booking that all stall holders take responsibility for their own health and safety, and that of the public visiting their stand. Evidence of public and employer’s liability insurance and food hygiene certificate should be available on request and a health and safety risk assessment and a specific fire risk assessment should be undertaken. All your electrical equipment must be PAT tested and LPG gas appliances must come with a gas safety certificate. Up to date copies of all documentation need to be sent on application, to be followed by any up to date renewals.
All food and drink stall holders assume all liability and responsibility for obtaining and displaying all standard operating licenses, including the ones mentioned above. Elderflower Fields shall not be held liable for a stall holder’s failure to obtain and display required licenses.
If the original documents are not provided in advance to us and if originals are not available for inspection by Wealden District Council on Friday 24th May stall holders will not be allowed to trade and will be asked to leave.
Stall holders agree to supply all necessary services, equipment and information required for the continuous and safe operation of their stall (during the hours that they have stipulated they will be open in their application form) including, but not limited to the following;
- Suitable and safe service counters, tables, chairs etc. to be able to serve the food safely
- Suitable and safe cooking and heating equipment
- At least one fire extinguisher suitable for your activities and based on outcome of your fire risk assessment (new or serviced within the last year with proof of date of service)
- Hand washing/hand drying system according to food hygiene standards (warm water and bowls for hand washing)
- Refrigeration for storage of food in accordance with food hygiene standards,
- Equipment for keeping cooked food hot enough in accordance with food hygiene standards
- Probing thermometer for checking temperature and forms for noting down the checks
- Water for cooking and hand washing or suitable equipment to carry water from the water points on site (in near proximity to the stalls)
- Suitable and safe cover for your stall
- Clear allergen information and full details of all ingredients of everything on sale from the stall
- First Aid equipment
Elderflower Fields will not be liable for any loss or damage, consequential or otherwise to any vendors property or produce.
Environmental commitment, recycling and waste
Food and drink sold at Elderflower Fields should ideally be locally sourced and we encourage the use of organic and Fair Trade products. Plates, cutlery and drink cups should compostable and stall holders must agree to reuse and recycle as much as they possibly can of the waste generated by their business during the festival.
In 2017 we decided to remove all single use water bottles from the event and this worked very well. In 2019, once again, no traders will be permitted to sell single use disposable drinks bottles and we would like if possible to completely eliminate ALL single use plastics – please consider this when planning your stock and suppliers. Drinking water taps are readily available throughout the site and festival goers are encouraged to bring their own reusable water bottles or buy our EF reusable bottles. Plastic drinking straws are also banned across the site – please do not sell these.
Facilities for waste and recycling will be provided both front and back of house. The exact system for this will be communicated to successful applicants in due course.
Stall holders must, demonstrate their commitment to minimising waste where possible, including providing waste bins for their customers directly in front of their stalls, and suitable bins for staff behind their stall.
Like most festivals, we have a no-glass on site policy for front of house areas and stall holders must not hand out glass bottles to the festival goers. Stall holders may have products in glass bottles behind their stall and transfer these into reusable or compostable cups.
All waste produced by the stall holders must be bagged up properly in suitable bin bags strong enough for the type and amount of waste. They are also fully responsible for transferring all their waste to the main waste area and the bins provided by the organisers. No waste at all must be left at your pitch at the end of the festival (including cut off cable ties, small plastic wrappers etc.) and the pitch and the immediate surrounding area should be properly litter swept. If any waste whatsoever is left at your pitch or if it is not bagged up properly your £100.00 Waste Bond will not be returned.
Trade passes and staffing
Elderflower Fields will provide up to eight trade passes per stall holder. A trade pass includes; entry to the festival and overnight camping in the crew camping areas. We need to know well in advance how many members of staff you will need, who will be staying overnight and who will be bringing camper vans, as live in vehicle spaces are very limited.
If your operation is big and you feel you will not be able to offer a good service to the customers and good working conditions for your staff with only eight staff members, please get in touch with us to discuss as we can provide additional staff passes if it is absolutely essential for your operation.
Stall holders are responsible for ensuring that all their staff wear their wrist bands at all times and. staff without wrist bands will not be permitted onto the site.
Please see our Site Guide and Safety Induction document, which will be sent out to you nearer the time, for full details on our accreditation procedures. Please ensure this document is shared with all your staff members.
Stall holders are responsible for ensuring that all of their staff members are welcoming, friendly, professional and honest. As Elderflower Fields is a family festival it is, in addition, essential that staff are able to relate positively to children.
SO SUSSEX Family Picnic
As in previous years, we will be providing all ticket holders with a complimentary picnic on Sunday at 12:30. This picnic gives our customers the opportunity to sample an amazing range of delicious locally sourced produce. This will not be a full meal, so many will still choose to enjoy food from the stall holders on Sunday afternoon, but we want you to be aware of the picnic in advance as it may have an effect on stall holders’ sales on Sunday lunchtime. You should bear this in mind when thinking about stock and staffing requirements, but we expect all food vendors to operate as usual on the Sunday afternoon.
Monday 27th May
There will not be any scheduled activities on the Monday of the festival, but people are able to stay until Monday afternoon and we expect many families will as it is a bank holiday and the beginning of school half term. It is likely many will want to buy a wonderful breakfast on the Monday morning and possibly also lunch. All festival goers will have to leave the site by 14:00 on Monday. Stall holders’ vehicles for take down cannot be driven onto or off site until the public has left.