JAPAN MATSURI 2019 STALL HOLDERS' MANUAL Sunday 29 September 2019 - 10:00 – 20:00 Trafalgar Square Japan Matsuri is a celebration of Japanese culture in London, both traditional and modern. In 2019, the eleventh annual Japan Matsuri will take place in Trafalgar Square. This event will include Japanese food and other stalls, music and other performers as well as participatory activities. The site will be open to the public from 10.00am. Food stalls on Main Square Please read all documents carefully before submitting your application form, noting especially the information and instructions given in this document. 1
Transcript
JAPAN MATSURI 2019 STALL HOLDERS' MANUALSunday 29 September 2019 - 10:00 – 20:00
Trafalgar Square
Japan Matsuri is a celebration of Japanese culture in London, both traditional and modern. In 2019, the eleventh annual Japan Matsuri will take place in Trafalgar Square. This event will include Japanese food and other stalls, music and other performers as well as participatory activities. The site will be open to the public from 10.00am.
Food stalls on Main Square
Please read all documents carefully before submitting your application form, noting especially the information and instructions given in this document.
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CONTENTSKey Dates and Times 3
Location 4Stall LocationsParking / Access / DeliveriesPlan of the Trafalgar Square site
Food StallsDisposables and DispensingFood Safety & Hygiene
AllergensFood Storage
Cleaning & Waste DisposalCleaningWaste Disposal
Required Documentation 15
Trafalgar Square Bylaws 17
Tips for Successful Stalls 18
Contact 18
Appendices 19Appendix 1: AllergensAppendix 2: Stalls Information SummaryAppendix 3: Stall Frame DimensionsAppendix 4: Trafalgar Square Parking and Cashpoints
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KEY DATES AND TIMES
Japan Matsuri Sunday 29th September 2019 - 10:00 – 20:00
Application process
18 June 2019 Application deadline
1 July 2019 Allocation of stall spaces
15 July 2019 Notification of successful applications
26 July 2019 Deadline for payment & submission of documents
Week beginning
5 August 2019Briefing session (date to be confirmed)
Japan Matsuri general schedule
04:00 onwards Arrival time delivery timeslotsAvailable up to 5 hours ahead of EHO inspectionThe delivery slots will be notified in the weeks before
09:00 Stall inspection and sign off
10:00 Stalls open to public
18:00 North Terrace Stalls close(NB: fines will be incurred if closing later than stated time)
19:30 Last call for food orders
19:45 Main Square and South Side Stalls close
20:00 Square closes to the public
Up to 22:00 Breakdown timeslots
Application process / selection criteria
Applications are invited from those interested in selling hot and cold Japanese food and other Ja-panese goods, providing information about Japan or interactive demonstrations, etc. If you are in-terested in having a stall at Japan Matsuri 2019, please read this document carefully, and submit
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the completed application form as a word document to [email protected] with “JM Stall Application 2019” in the subject line by Tuesda 18th June 2019.
Due to anticipated high demand for stalls, these will be allocated by a Selection Committee. The selection decision will be based on the quality, variety and price range of products offered by stall holders in order to ensure that visitors enjoy a good range of experiences at Japan Matsuri 2019.
All applications will be reviewed by the Selection Committee to ensure a good balance at the event. Successful applicants will be notified in week beginning 15th July 2019. All payments and necessary documents should be submitted by Monday, 26th July 2019. A briefing session will be held in week beginning 5th August 2019. It is mandatory for all stall holders to attend this session, even if you have participated in previous years.
If you have any questions about stalls at Japan Matsuri 2019, please contact the Stalls Manage-ment Team on [email protected] or Tel: 020 7935 0475.
LOCATION
Japan Matsuri 2019 will take place on Trafalgar Square.
Public Transport
Underground stations and National Rail stations are a few moments’ walk from the site. Nearest tube stations: Charing Cross, Leicester Square, Piccadilly Circus, Embankment. Local bus routes can also be found on http://journeyplanner.tfl.gov.uk
Stalls locationsStalls will be located in one of three areas of the square: North Terrace, Main Square or on the South Side. - Hot & cold food stalls will be placed on the Main Square - Commercial stalls will either be placed on the North Terrace or South Side of the Square.
The position of your stall will be allocated by the organising committee and is not subject to nego-tiation.
Parking/Access/Deliveries
Getting to Site
Stall holders will have vehicle access on site to unload before the event. Access times for one vehi -cle per stall will be allocated as 30 minute slots from 4:00am on the morning of the event. Deliver-ies by vehicle are not allowed outside of these times. You can bring supplies to your stall on foot at any time.
Parking
We are not able to offer parking facilities. The site is in central London and so there is very limited parking available locally and it is very expensive. On Sundays, some free street parking is available nearby.Please refer to the map in Appendix 4 for nearby underground parking.
Food stalls Commercial stalls Electricity supply areas Water supply IBC tanks Rubbish bins
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Main Square
South Side
North Terrace
South Side
STALL TYPES
Japan Matsuri is able to supply the facilities listed below for food stall holders and non-food stall holders, respectively. An invoice will be issued on notifying successful applicants. Please make sure to make payment by Monday 26th June 2019. Any cancellation is not refundable.
Standard stalls have an area of 9m2, they are 3m long and 3m wide and 2m high (see Fig. 3 in Ap-pendix); Small stalls (non-food only) have an area of 4.5m2 (1.5m x 3m) with two units sharing one stall marquee.
There are three possible types of stalls/space available:- Hot food stalls
- Cold food stalls
- Commercial stalls (Standard and Small sizes available, see above)
See Stalls Details below, and please also refer to Summary in Appendix 2
Electrical Power
All stalls on the main square will have 2 qty. 13A power sockets rated at 3000w each at any one time (equivalent to a standard kettle). Cooking equipment draws a lot of electrical power, which is why we have to be strict on allowance. The production team’s electrician will need to approve all electrical/cooking equipment coming to the event. If you wish to bring a number of different pieces of electrical or cooking equipment, only two can be plugged in at any one time. You are not permitted to bring or use your own 4-way and other power extension cables.
You may request optional extra sockets but a charge of £100 + VAT per socket will incur and we have limited availability. Please indicate on your application form if you require additional sockets.
Remember, you will need to show your PAT certificates and risk assessment related to each cook -ing method and piece of electrical equipment.
Additional equipment can be provided by us but will incur a charge. You may not bring any cook-ing or heating equipment to site without it being agreed in advance. Please contact the Stall Man -agement team if unsure. Please use the electrical equipment form to provide details of the items you wish to bring to the event including the wattage of each piece of equipment, which must be rated at a maximum of 3kW for each piece of equipment. Please consider the limited space you will be operating in when choosing which equipment to bring. The fire officer may tell you to re-duce your cooking facility if your stall is too crowded. To avoid power issues at the event, we will remove any equipment that trips the power system.
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Hot Food Stall Details
- Location : Main Square
- Operating times: 10:00-19:30. Last call for orders: 19:30 Stall closes: 19:45
- Fee: £1050 + VAT
The following facilities will be provided as standard: · 1 qty. wooden trestle table (1.8m x 78cm)· 2 qty. stainless steel trestle tables (1.8m x 60cm)· 1 qty. double gas hob (Fig. 1)
NB: electricity supply is limited, so please use these if possible.· Gas supply· 1 qty. tall fridge (Fig. 2) · 2 qty. 13A power sockets (max 3kW each)· 1 qty. Hand wash units will be supplied for hand washing only. Please do not take water
away from these for any other purpose. · Fresh water supply: The single supply pipe on the Main Square (Please refer to the plan
of the site on page 5) must be used by all stall-holders and is accessible throughout the day. Please bring suitable water containers/vessels to carry water from the stand-pipe to your stall, these will not be provided
· 1 qty. waste bin· Shared IBC food waste disposal (Please refer to the plan of the site on page 5)· Lighting
Please bring the following items which will not be provided:· Cooking oil and fuel (including BBQ coal but excluding gas)· Food temperature probes· Fresh water containers · Waste water containers· Wipe-able tablecloths · All disposable plates, bowls, cups and containers used to serve your produce (wherever
possible, please use recyclable utensils, but NOT glass)· Kitchen foil and cling film· De-greaser and floor brooms/brushes · All usual utensils and cleaning equipment· All documentation in case of inspection · First Aid kit· Tills, money pouches or strongboxes, plus sufficient cash float · Decoration and Signage (including detailed menu boards and allergy boards with sufficient
information on what each stall holder plans to bring)
You must be able to answer any questions about the ingredients you are using.
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Fig. 1 Fig. 2
1x Double gas burners available in hot food stalls
Tall refrigerator available in all Hot and Cold food stalls.
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Cold Food Stall Details
- Location : Main Square- Operating times: 10:00- 19:30.
Last call for orders: 19:30 - Stall closes 19:45- Fee: £1050 +VAT
The following facilities will be provided as standard:· 2 qty. wooden trestle tables (1.8m x 78cm)· 1 qty. stainless steel trestle table (1.8m x 60cm)· 1 qty. tall fridge (Fig. 2) · 2 qty. 13A power sockets (max 3kW each)· 1 qty. hand wash units will be supplied for hand washing only. Please do not take water
away from these for any other purpose. · Fresh water supply: The single supply pipe on the Main Square (Please refer to the plan
of the site on page 5) must be used by all stall-holders and is accessible throughout the day. Please bring suitable water containers/vessels to carry water from the stand-pipe to your stall, these will not be provided
· 1 qty. waste bin· Shared IBC food waste disposal (Please refer to the plan of the site on page 5) · Lighting
Please bring the following items which will not be provided:
· Food temperature probes· Fresh water containers · Waste water containers· Wipe-able tablecloths · All disposable plates, bowls, cups and containers used to serve your produce (wherever
possible, please use recyclable utensils, but NOT glass)· Kitchen foil and cling film· De-greaser and floor brooms/brushes · All usual utensils and cleaning equipment· All documentation in case of inspection · First Aid kit· Tills, money pouches or strongboxes, plus sufficient cash float · Decoration and Signage (including detailed menu boards and allergy boards with sufficient
information on what each stall holder plans to bring)
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Commercial stall (goods & services) and others
- Location & Operating times: o North Terrace: no electricity/lighting
10:00 - 18:00Please note that all stalls located on the North Terrace must be packed and closed by 18:00 or a fine may be incurred.
o South Side of the square
10:00 - 19:45You must have finished serving customers by 19:45. All members of the public will be asked to leave the Square by 19:55.
- Fee and equipment:o Standard: 3 x 3m stall, 2 trestle tables*
£700 +VATo Small: 1.5 x 3m stall, 1 trestle table*
£400 +VAT* Tables vary in size 1.8m x 76cm and 1.5m x 90cm
- 2 x 13A sockets will be provided on South Side only
- Lighting (and optional extra sockets) are available for stalls on South Side only
Please bring the following items which will not be provided:· Decoration and signage· Tills, money pouches or strongboxes, plus sufficient cash float · First Aid kit
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Small Stall*1.5m x 3m
*Trestle tables size might be changed.
Trestle table
FRONT
Stall 1 Stall 2
Trestle table
Standard Stall3m x 3m
Trestle table
FRONT
Trestle table
STALL OPERATION
All stalls
Cash Trading
Please bring sufficient float for your cash payments. There are no float or change facilities avail-able. You will need to bring your own tills, money pouches or strongbox as you see fit. Please refer to the map in Appendix 4 for the location of nearby ATMs and Banks.
Imported Goods
Any imported goods (from outside the EU) must adhere to the UK Sale of Goods Act, match the item’s description (based on the UK Trading Standards), be safe, legal to sell, declared to Her Majesty’s Customs and Excise and have paid the import duty and VAT. This includes any food in -gredients.
Tablecloths
Stallholders will need to bring their own tablecloths. You will need to ensure that the tablecloths are easily wipe-able and cover the top of the tables all the way down to the floor (at least 2m x 2m). You will need one for every table in your stall (check the stall layout for your stall). It is vital the general public cannot see underneath the tables in your stall.
Storage
All stock and equipment will need to be stored within your stall parameters. There is no lockable storage available at your stand or anywhere else at the event. In the event of rain, we require all stock to be stored off ground level or in waterproof boxes – you will need to provide these.
Please also note that children are not permitted inside or behind the stalls.
Food stalls
Disposables
It is essential you bring your own disposable plates, bowls, cups and containers to serve your pro-duce in. It is also preferable that disposables are environmentally friendly (starch-based). All dis-posables must be stored inside your stall along with your food, etc. Disposables will not be pro-vided to any stallholders at the event.
Dispensing
Glass must not be dispensed on site. The content of any glass bottles must be decanted into a plastic or paper cup, which you will need to provide.
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Food safety & Hygiene
Food safety
- Cook thoroughly: Undercooked food is one of the main causes of food poisoning – Please ensure that all foods are thoroughly cooked.
- Prevent cross-contamination: Whilst cooking, a rotation system should be implemented to ensure raw food does not come into contact with ready to eat foods. Use separate uten-sils/chopping boards/knives for raw and ready to eat foods. Or separate these activities with time and suitable cleaning.
Allergens
Food Business Operators must not refuse to provide allergen information on foods served or give the wrong information on a menu or through verbal communication. Please see Allergens (Appendix 1) attached below.
Food storage
- Food should be stored off of the floor.- Food should be suitably covered whilst being stored and prepared.- Food should be date labelled and this system should be followed. - Food should not be prepared or cooked too far in advance.- Keep hot food hot (above 63°C) and cold food cold (below 8°C).- Frozen foods should be kept -18°C or below.- A probe should be used to check the above temperatures (cleaned in between) and these
temperatures should be recorded regularly. - In a fridge, raw food should be stored below ready to eat, to stop any raw juices contami-
nating ready to eat foods.- If hot food is out of temperature it must be discarded after 2 hours and cold foods after 4
hours. There must be evidence to prove timings. - All stock and equipment will need to be stored within your stall parameters. Consideration
should be given to the means of escape in an emergency. - There is no lockable storage available at your stand or anywhere else at the Event. - In the event of rain, we require all stock to be stored off ground level or in waterproof
boxes – you will need to provide these. - There is also nowhere for additional chillier/freezer vans to be stored.
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Personal Hygiene
Staff should:- Wear clean overalls/aprons.- Wear covered sturdy shoes.- Wear no loose jewellery.- Tie long hair back.- Keep nails clean.- Cover cuts and sores with blue waterproof plasters.- Not cough or sneeze over food.- Not smoke or spit whilst in or within close proximity of your stall.- Hands should be washed after each activity/task with the hand wash facilities provided. - If gloves are used they should be changed each time the handler undertakes a new task.- Allocate specific duties to specific people.- There should be no smoking in the unit or surrounding the unit as this may be near LPG,
generators, etc.
Please ensure all the members of your staff are aware of these conditions. The GLA will monitor the ground throughout the day so please inform us of any damage immediately.
Cleaning & Waste Disposal
Cleaning
- Suitable cleaning materials should be used. Please bring your own cleaning products that are specific to your stall to use at the event. Remember cleaning cloths will also need to be regularly changed. Ideally disposable cloths should be used.
- Stalls must be maintained such that they are easy to clean so that food is protected from risk of contamination.
- Bare wood contact surfaces must be avoided.
Waste disposal
- Please do not dispose of any waste oil into the drains on the site. Anyone seen dispensing waste cooking oil in the provided waste containers or site drainage will be fined. All oil-based waste are to be taken off-site and disposed of elsewhere by the stallholder - Only non-oil based waste are to be disposed of into the waste tanks provided.
- Kitchen rubbish should be put into heavy-duty refuse sacks and put straight into the bins behind the stalls; this is the responsibility of each stall holder.
- All rubbish put into the bins must be flattened first; this is the responsibility of each stall holder.
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REQUIRED DOCUMENTATION
Stall holders are required to supply documentation outlined in the list below (see p.16). Should you need to refer to a template or an example document, or to download a Japan Matsuri specific form, please click here for the Dropbox link.
Stall application forms should be submitted by Tuesday 18th June 2019.If your application is successful, full payment and all other documentation will be due by Friday 26th July 2019.
These documents are legally required to operate your stall; if you fail to send them, your stall ap-plication may be cancelled. Please don’t leave it to the last minute!
If you are unable to supply any documents by the due date, please let us know together with an estimated submission date.
X X X Menu & Price List Please download from the Dropbox above.
X X X Photo of Products
X X X Risk AssessmentPlease note that you must assess the risks particular to your stall. An example document is available in the Dropbox link on p15.
X X X HACP Plan/Method StatementThis must be specific to this event. An example document is available in the Dropbox link on p15.
X X X Public Liability Insurance CertificateMust be in date and have at least £5 million cover. NB: This is not the same as employers’ liability insurance; please ensure that you provide the correct certificate.
X X Electrical Equipment FormPlease download from the Dropbox - link on p15.
X X Stall floor planThis is required to demonstrate safe operating practices and use of equip-ment in the space provided. Please provide a layout of your stall detailing the dimensions and location of the equipment you will use.
X X PAT certificateAnything electrical over one year old must show evidence of a PAT certificate. For items less than a year old, please provide a receipt if you have not re-ceived a PAT certificate for them.
X Catering Concession Form (GLA)This document is required by The Greater London Authority. Upon signing and returning this you are agreeing to adhere to all of the GLA requirements and guidelines. Please download from the Dropbox - link on p15.
X Caterer Event Notification Form (Westminster)This document is required by Westminster Council. Upon signing and return-ing this you are agreeing to adhere to all of Westminster’s requirements and guidelines. Please download from the Dropbox - link on p15.
X Restaurant Registration This can be a letter from your local council accepting your application to reg-ister as a food business or a certificate of inspection of your food preparation premises (5 star rating).If your business is not a restaurant but a manufacturer, please provide a note of the council you are registered with and the registration number of your premises.
X Food Handling & Food Hygiene CertificateMust be in date and the named person on the certificate must be present on the day. This might also be called Food Safety Training or something similar.
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TRAFALGAR SQUARE BYLAWS
All stallholders must act within the rules of the Trafalgar Square Bylaws. Relevant laws applicable include:
- Do not leave any waste unattended and do not feed the birds - Do not attach any banner or article to, climb or interfere with any tree, plinth, plant, box, seat, rail -
ing, fence, statue or other structure whether permanent or temporary (you may however attach a banner to the top rail to the back of your own stall)
- Do not interfere with any notice or sign- Do not interfere with, remove or displace any stone, paving slab or tree- Do not exhibit any notice, advertisement or any other written or pictorial matter outside of your
stall- Do not leave vehicles unattended - Do not use any pedal cycle, roller skate, ice skate, scooter, roller blade, skate board or other foot-
propelled device- Do not play or cause to be played a musical instrument- Do not operate any amplified noise equipment (including music played through speakers) - Do not use any apparatus for the transmission, reception or reproduction of sound or speech, ex-
cept apparatus designed and used as an aid to defective hearing, or apparatus used in a vehicle so as not to produce sound audible to a person outside that vehicle, or apparatus where the sound is received through headphones (including loud-hailers or megaphones)
- Do not project any missile manually or by artificial means- Do not erect or keep erected (i) any tent, or (ii) any other structure that is designed, or adapted,
(solely or mainly) for the purpose of facilitating sleeping or staying in a place for any period- Do not use any tent or other such structure for the purpose of sleeping or staying in that area- Do not place or keep in place any sleeping equipment with a view to its use (whether or not by the
person placing it or keeping it in place) for the purpose of sleeping overnight in that area- Do not erect or cause to be erected any structure for the purpose of enclosing or restricting access
to any part of the Square
Fines
The Greater London Authority will issue fines for any misuse on the Square. - Damage to the ground is an automatic £600+ fine. This includes oil spills (from food, cook-
ing equipment or vehicles) or tyre marks left on the square (from over-loaded, poorly maintained or poorly driven vehicles).
- If the drains on site are used fines will exceed £2000+.- Waste removal starts at £50 per black bag and £250+ per pallet.
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TIPS FOR SUCCESSFUL STALLS
Presentation and signageThe appearance of the stall front can greatly influence customers’ decision when they are deciding which stall to visit or where to buy their food. Please feel free to bring decorations and banners for your stall front, though these must be affixed securely and safely. Food stalls are advised to en-sure that your menu items are displayed clearly and with a little creativity. Remember that there may be visitors at the event who have never experienced Japanese cuisine and will perhaps need visuals of your menu e.g. photos or drawings. If there are many choices customers are unclear what to expect: ordering and serving can be slow.
Menu options Food stalls attract long queues of customers throughout the day, particularly at lunch time. Stalls that have a straightforward menu, with items that are served quickly and well, tend to be more successful than those with diverse menus that have a lot to choose from. Also keeping in mind your stall space, we would recommend having 4 dishes maximum per stall.
Website / publicityAll stallholders will be featured on the Japan Matsuri website at no additional cost. Please send us some publicity materials that we can use to promote your stall on our website. Use this opportu-nity to build interest in in your stall – send a special message to potential visitors or announce a limited edition menu, etc. This is your chance to enthuse visitors about what you have to offer at your stall, so please create a short blurb for us to publish in advance.
Use your social media to let people know you will be at Japan Matsuri, we will share/retweet your posts.
Japan Matsuri on Facebook: @Japan.Matsuri.London – and on Twitter: @japanmatsuri
PromotionFeel free to distribute business cards, offers and promotions at your stall.
CONTACTIf you have any questions about stalls at Japan Matsuri 2019, and to submit the completed appli-cation, or to request additional items, please contact the Stalls Management Team on [email protected] or tel: 020 7935 0475
Food allergens can be life threatening and the only way people can manage a food allergy is to avoid the foods that make them ill. An oversight on your part – such as serving someone a food they are allergic to – can damage the reputation of your business as well as cause serious harm to your customer. Food allergens cannot be removed by cooking. That is why it’s essential to practise good kitchen hygiene, as well as careful separation, storage and labelling of ingredients when pre-paring food.
Food Business Operators need to provide information to consumers if any of the declarable aller-gens are in food they supply or are in the ingredients used in the preparation of the foods they supply. This does not include these substances being present through cross-contamination but care must be taken to avoid any cross contamination. Your supplier has a duty to provide you with information about products he/she has supplied to you, to help you comply with the regula-tions.
The 14 allergens that should be declared are identified below:
Celery Cereals containing gluten
Crustaceans Eggs Fish
Lupin Milk Mollusc Mustard Nuts
Peanuts Sesame seeds Soya Sulphur dioxide
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Non pre-packed foods
The information for pre-packaged foods can be supplied:
- On the menu- On chalkboards or tickets- On a menu, ticket or label that can easily be seen by customers- Oral:
o If information is given verbally there must be a prominent sign or it must be other-wise clearly indicated that such information can be obtained upon request (see signposting to allergen info example below)
o Oral information must be accurate, consistent and verifiable upon challenge
Is there a process in place to enable consistent information to be provided? Such as refer queries to the nominated member of staff?
Verifiable ingredients information on a chart, recipe book, ingredients information sheets, scrap books with labels.
It is not acceptable to say that all your foods may contain allergens.
It is not acceptable for you to say that you do not know whether or not a food contains an allergen listed above and deny any knowledge.
Allergen information must be specific to the food, complete and accurate. This also applies to food pre-packed for direct sale, such as from deli counters, bakeries or sandwich bars.
Food Business Operators must not refuse to provide allergen information on foods served nor give the wrong information on a menu or through verbal communication.
Signposting to allergen info (example)
When using oral information, the business must be up-front in making it clear that allergen information can be obtained upon request i.e. through a signpost saying that allergen information can be obtained from a mem-ber of staff.
Pre-packed Foods
For pre-packed foods, mandatory information must ap-pear directly on the package or on a label attached to it.
For more information refer to Food Standards Agency Leaflet, Allergy: what to consider when la-belling food – (A guide for small and medium businesses that make or sell pre-packed food).
Resources for businesses:Allergy and intolerance: guidance for business at:http://www.food.gov.uk/business-industry/allergy-guideResources for allergen information at: http://www.food.gov.uk/business-industry/allergy-guide/allergen-resourcesFree allergen training at:http://allergytraining.food.gov.uk
