Bournemouth Reggae Weekender Terms & Conditions

Bournemouth Reggae Guide
with Terms & Conditions

Event Dates and Site information

  • Saturday 6th July 2019 from 10am until 8pm and
  • Sunday 7th July 2019 from 10am until 7pm

Saturday 6th— Stallholders will be permitted onto the site, via Kings Park Dr from 7am.

Unless pre-arranged all vehicles must vacate the site by 9am and will not be permitted back onto the site until after 7pm and/or the site manager has deemed it safe to do so. All stallholders must vacate the site by midnight.

Sunday 7th— Stallholders will be permitted onto the site, via Kings Park Dr from 7am.

Unless pre-arranged all vehicles must vacate the site by 9am and will not be permitted back onto the site until after 6pm and/or the site manager has deemed it safe to do so. All stallholders must vacate the site by 10pm.

PLEASE NOTE: FOR HEALTH AND SAFETY OF THE PUBLIC IT IS NOT PERMITTED FOR VEHICLES TO BE DRIVEN BETWEEN THE HOURS OF THE EVENT (STATED ABOVE).

What if I am unable to trade until the end of each day?

If you wish to leave the site before 8pm on Saturday and/or 7pm on Sunday, it is important that you provide the event managers with the time you wish to leave the site, prior to the event, as you would be required to walk your belongings to one of the entrances. This will enable us to locate you a suitable pitch location and facilitate your exit.

When entering the site, where will I go?

Upon entering the site, you will be greeted by one of our site marshals who will ask you to put on your hazard lights, keep to a maximum speed limit of 5mph and direct you to the allocated pitch.

All stalls must fit within the pre-agreed pitch area of 3 metre width by 3 metre depth (unless additional area has been purchased).

This MUST include any tow hitches of trailers.

All stall holders must comply with all instructions and guidance given by the Committee members and marshals.

How much does it cost for a pitch?

The cost of a pitch (3mx3m) is dependent on the type of stall; Commercial, Charity or Catering.

Commercial (Pre-made items sold for profit)

Weekend £150 (3X3) any additional space required would be charged £10 per metre.

Charity (Pre-made items sold, or games like hook a duck played to raise money for those in need)

Weekend £65 (3X3) any additional space required would be charged £10 per metre.

Catering (Hot or cold food and drink sold for profit)

Weekend £250 (3X3) any additional space required would be charged £10 per metre.

Please note that charity stalls providing catering (Hot or cold food and drink sold to raise money for those in need) will be classed as and charged catering rates.

Please note that trading spaces for the weekend are limited.

The above cost is per weekend with no discount for reduced trading hours.

For example:

A catering stall with a size of 6m widths and 3m depths will be charged as follows

Weekend £250 + (£10 x 3)  = £ 290.00

Weekend Total cost = £290.00

Applications can be found on the Afro*disiac Live Radio Site http://afro-disiac.co.uk/events

When does the application need to be submitted by?

All applications and documentation need to be received ASAP to guarantee your pitch.

Once an application has been received, confirmation will be sent to the stallholder advising if their application has been successful or not. Where applications that have not been successful, details will be kept for future events or in case a pitch becomes available. For applications that have been successful, an invoice will be sent by email, confirming the amount and instructions on how to pay for the pitch.

Payments must be received within 7 days from the date of this email. Failing to provide payment may result in your application being withdrawn.

What documentation is required?

All stalls are required, by law, to provide the following documentation to the stall manager prior to the event, these should be submitted upon application. Incomplete applications will be returned.

  • Completed application form providing full details of the stall, goods to be sold, contact details and signature.
  • Public Liability Insurance for a minimum of £5 million. Existing certificate then renewal if appropriate
  • Full Risk Assessment

For stalls providing catering additional documentation is required as follows:

  • Food Hygiene certificate
  • Local Authority registration containing the full details of the authorising Council
  • Gas Safety certificate (if required)

For inflatables (such as bouncy castles) additional

Documentation / requirement is required as follows:

  • ADIPS certificate
  • Public Liability insurance for a cover of £10 million

Can I leave the stall overnight? Is there any security?

For stallholders who are attending the weekender, it is recommended that you remove your properties.
Over-night as we are unable to provide security of the site. Stallholders remain responsible for the protection of their own belongings throughout the event. The Committee will NOT be held responsible for any loss or damage caused to a stallholder’s goods, stall or vehicle(s).

Can I use a generator on the site?

NO We will supply a central generator please opt for power supply on the application form

What cooking equipment can I bring?

It is not permitted to have open fires on the site, however it is permitted to have camping stoves.
All cooking equipment needs to be raised from the ground with fire safety equipment provided.

What is provided in the pitch area?

The Management is unable to provide anything for your pitch. Stallholders are required to bring their own gazebo/marquee. Any structure needs to be weighted and not staked on council land. All marquees should be constructed by a reputable company.

Will there be facilities for removal of rubbish provided?

The Management will organize rubbish bins on the site, however these are for use of people visiting the site. We kindly ask all stallholders remove their rubbish by the end of each day.

Regulations, responsibilities and cancellations/refunds Regulations

All stallholders must comply with all by-laws, conditions and regulation specified by Bournemouth Borough Council, either generally or specifically for the event.
Stallholders must obtain any official licenses or permissions for displaying or selling goods or wares and are required to abide by Trading Standards and weights & measures regulations.

https://www.dorsetforyou.gov.uk/trading-standards
https://www.gov.uk/weights-measures-and-packaging-the-law/units-of-measurement

Responsibilities

Each stallholder agrees to be liable for and to indemnify the Management against all loss, damage, claims or demands which may in any way arise from the stallholder’s presence on the site during the event.

 

Cancellations/refunds

The Management reserves the right to withdraw or refuse any application. In these circumstances where a payment has been made, a full refund will be provided.
A refund of fees paid, by a stallholder, will be given only in the circumstances where the event is cancelled, for reasons attributable to the Management.
If a stallholder cancels on or before 31st May 2019, 50% of the total cost will be refunded within 14 days of the notice given. If a stallholder cancels after this date no fees will be refunded.

Definition

The Management’ otherwise known as Afro*disiac Live Radio is a Non-For Profit CIC  [Community Interest Company]
The site’ is Kings Park Boscombe Bournemouth BH7 6JB
The event’ is Bournemouth Reggae Weekender held over a period of two days including entertainment.

If further guidance is required, please contact info@afro-disiac.co.uk