Trade & Exhibition Stand Information Pack

Lesley Strickland Cultural Events Officer

lesley.strickland@hartlepool.gov.uk

01429 523420 www.whatshappeninghartlepool.com

A Merry Christmas A'Fair 2013 is a timeless and beautiful event brought to you by Hartlepool Borough Council. It is the third and final in our series of “Church Square presents…” events. It is a four day event running from Wednesday 4th December to Saturday 7th December 2013, and will run between 15:30 and 19:30 Wednesday - Friday and 11:00 to 17:00 on Saturday. The event is a classic and traditional Christmas Market in the Hartlepool community, showcasing all things ‘festive’. There will be different aspects to the event which are; The Christmas Market: This will be everything you would expect from a traditional Christmas Market, carol singers, quaint log cabins dispensing amazing smells from chestnuts to cinnamon and beautiful Christmas gifts.

There will be Hartlepool Art Club’s 66th Annual Exhibition within Hartlepool Art Gallery. Food, Drinks and Entertainment: As this is a Merry Christmas A’Fair, there will be a focus on festive themed entertainment, such as carol singing, street theatre and festive site décor. The Christmas Light Switch-on: We hope this year will mark the first of many Christmas light ‘Switch-On’s in Hartlepool. We will also have a very special guest to switch on the lights at the event! The Santa Bus which will be making it’s way around Hartlepool wishing everyone a very Merry Christmas.

We would welcome Traders/Exhibitors whose products fit our festive Christmas theme. We are looking for Traders/Exhibitiors with original, charming and high quality products that fit the theme of event. We are looking for crafts, gifts and food vendors. This event will be a great opportunity for Traders/Exhibitors to sell their products and advertise their business. For the event we have log cabins available that will be used by Traders/Exhibitors to sell their merchan-dise, and we also have trailer space available. Both of which are entirely FREE! If your work or products fit the above criteria please outline this in your application and attach pictures.

We would welcome Traders/Exhibitors who could give a live demonstration of the work they do and how they design and make their products. We would also welcome Traders/Exhibitors who could interact with the public by delivering workshops, such as Gingerbread house making or wreath making etc. If you would like to be considered for either a demonstration or workshop please give us a short proposal of how you would deliver the activity and attach it to your booking form.

The event will be set in the grounds of Church Square, exquisite and picturesque, it is home to some of the most beautiful buildings in Hartlepool, including Christ Church home of Hartlepool Art Gallery and the Municipal Buildings now home to Cleveland College of Art and Design. Located in the Town Centre, the event site is easy to get to and spacious which makes the event more attractive for Traders/Exhibitors as well as our acts and participants. The space will be dressed in fes-tive glory with an array of Christmas lights and site décor. Middleton Grange Shopping Centre is on the doorstep and the Hartlepool Transport Interchange is less than a minutes walk away. The site is surrounded by shops, bars and restaurants which will enhance the vibrancy of the event.

• 70% of visitors to our previous events have spent over £10 per head

• The majority of visitors to our events are loyal and attend every time an event is held however, we

still attract new visitors to every event.

• A programme of entertainment is planned making for a great family day & night out.

• Media presence at the event site, which means that it will benefit from extensive press coverage.

• Cost effective way to market your brand or business.

Support you to nurture and grow your business:

- Hartlepool Enterprise Centre have a team of enterprise coaches who can give you expert help with

producing a business plan and give you advice relating to any problems you’ve faced with your

business so far.

- By trading at A Merry Christmas A’Fair you will have the opportunity to networking with other traders

and also local businesses

In regards to the event:

- We are here and happy to help you! If you have any questions about the forms or process of your

application then don't hesitate to give us a call.

- Please make sure that you have provided copies of your Public Liability Insurance documentation and

any relevant risk assessments.

Before If we can help in anyway with the application process we will. Provide you with the details of someone who can answer any or all of your questions about the event and trading at it. During We will provide you with:

- A log cabin to showcase your products for 4 days FREE of charge. The dimensions are 8ft x 10ft which also contains a power source. Traders/Exhibitors are free to decorate their units using temporary decoration to make them more attractive to potential shoppers.

- Trade space for you to locate your own business trailer (we only allow the highest quality trailers to trade on our site for this reason all applications should be accompanied by photographs of the actual trailer you will be bringing to the event).

- Waste disposal facilities.

- Street Trading Licence (only valid for Church Square during the event period).

We can also help your business’ growth by involving you in networking opportunities with other Traders/Exhibitors, Event organisers and current shop owners.

What you will need to provide: - Tables - Chairs - Any decorative equipment

1. Allocation of space is at the discretion of the HBC Cultural Events Officer for all Traders/Exhibitors. 2. Traders/Exhibitors fully indemnify Hartlepool Borough Council (HBC) against all proceedings, costs, claims, demands and/or liability howsoever arising, whether directly or indirectly, in connection with the Traders/Exhibitors use of the facilities and in particular (but without limiting the generality of the foregoing) indemnify HBC against any liability for injury to or death of any person and/or loss of or damage to any property howsoever caused, save where it is a direct result of the negligence of HBC and must have Public Liability Insurance in the minimum sum of £5,000,000 (which is valid at the time of the event). 3. Traders/Exhibitors must supply HBC with their booking form, a copy of their Public Liability Insurance and a Risk Assessment of their participation in A Merry Christmas A’FairA Merry Christmas A’FairA Merry Christmas A’FairA Merry Christmas A’Fair. Copies should also be available for inspec-tion during the event. 4. Traders/Exhibitors must trade on all days of the event—Wed 4th to Fri 6th Dec (3.30pm - 7.30pm) and Sat 7th Dec (11am - 5pm). Failure to do so will incur a £100 penalty per day. 5. Stalls/exhibitions must be staffed at all times by the Trader/Exhibitor or their competent representative and comply with the Street Trading Licence. 6. HBC will not be responsible for any loss of or damage suffered to stock or personal property at any time dur-ing the period of the event. 7. HBC expects a high standard from participants. If in the opinion of the HBC Cultural Events Officer a stall or exhibition unit (Log Cabin or Trailer Space) is unsatisfactory or incompatible with the aims of the event, HBC re-serves the right to require the Trader/Exhibitor to close or remove such stall/exhibition unit. 8. Should the Trader/Exhibitor wish to withdraw their application they must do so in writing. This confirmation of withdrawal should be received by HBC no later than Wednesday 27th November 2013. Wednesday 27th November 2013. Wednesday 27th November 2013. Wednesday 27th November 2013. 9. The Trader/Exhibitor must ensure a suitable fire extinguisher and any other equipment (as the Fire Authority deem necessary) is readily available on the stall/exhibition unit (Log Cabin or Trailer) at all times during A Merry A Merry A Merry A Merry Christmas A’Fair 2013 Christmas A’Fair 2013 Christmas A’Fair 2013 Christmas A’Fair 2013 and a person competent in the use of that equipment is at the stall/exhibition unit. 10. HBC reserves the rights of inspection by the Fire Prevention Officer/Fire Authority of all stalls/exhibition units and further to order the use of such equipment or appliance to be discontinued should they appear to contravene fire and safety regulations and to close or remove the stall exhibition unit if appropriate fire pre-vention equipment is not readily available. 11. Traders/Exhibitors must not at any time use microphones or amplified sound unless written approval is gained from HBC prior to the event.

12. Traders/Exhibitors are not permitted to distribute leaflets or any other promotional materials, anywhere within the event site, except on their own stalls and they must not for this or any other purpose encroach upon the alleys or open spaces or do anything which may cause obstruction. Traders/Exhibitors should not call out or solicit sales in a manner likely to cause annoyance to the public or any other Trader/Exhibitor. 13. Traders/Exhibitors must comply with all relevant statues, regulations and bye-laws relating to their business which is conducted from the stall and the compliance with all of the local authority requirements. Stalls/exhibitions must not contain anything that is hazardous, immoral, unethical, criminal or contrary to prevailing Equality and Di-versity legislation and regulations and Health and Safety legislations and regulations. 14. Though there will be a security presence on site HBC will not provide security services for stall holders and HBC is not liable for any loss, damage or theft of traders property. 15. Traders/Exhibitors must follow all guidelines set out in the ‘Traders/Exhibitors Handbook’. A copy of this will be sent out to all traders/Exhibitors on confirmation that their application has been successful. 16. Failure of any Trader/Exhibitor to abide by any of the foregoing Terms and Conditions shall result in a with-drawal of the consent to trade/exhibit and HBC may require immediate closure or removal of the Trader/Exhibitor and any of their equipment from the event site. 17. Traders/Exhibitors can not assign, novate, subcontract or otherwise dispose of and right or obligation con-tained within these Terms and Conditions and the ‘Traders/Exhibitors Handbook’. 18. HBC does not guarantee that the event will take place in whole or in part and that in the event of cancellation or curtailment of the event HBC will be under no liability to pay any compensation for any actual or prospective loss, save where the cancellation or curtailment is as direct result of the negligence of HBC. 19. The Terms & Conditions, Street Trading Licence and Traders/Exhibitors Handbook embodies the entire under-standing of the parties in respect of the matters contained or referred to in them and there are no promises, terms, conditions or obligations, oral, written express or implied other than those contained in these documents. The Traders/Exhibitor irrevocably and unconditionally waives any right it may have to claim damages or to rescind the agreement for any misrepresentation whether or not contained in this agreement or for any breach of warranty not contained in the agreement unless the misrepresentation or warranty was made fraudulently.

1. Street Trading shall be conducted in such a manner as not to cause obstructions of the street or danger to per-sons using it. It should be noted by traders that the holding of a Street Trading Licence does not preclude the High-way Authority or the Police from taking action to remove any obstructions on the highways, nuisance or annoyance (whether to persons using the street or otherwise). 2. Traders are prohibited from setting out their goods or advertising material in the surface of the carriageway or pavement. 3. A Licence holder shall not trade within the vicinity of premises selling articles/goods of a similar nature. 4. A Licence holder shall not trade in any street designated by the Council as a “Prohibited Street”. 5. The granting of a “Licence” to trade within the area does not authorise the holder to trade in a “consent street”. A separate “Street Trading Consent” must be obtained from the Council for such a purpose. 6. A “Licence Disc” issued to the licence holder should be displayed at all times. The licence must be produced on demand to a Police Officer or to a duly Authorised Officer of the Council. 7. The Licence holder shall clearly display their name, address and the licence number in the vicinity of the goods, which he is offering for sale. 8. The Licence holder shall immediately notify the Council of any changes affecting the original licence. 9. The Licence holder shall trade only in the goods authorised by the licence. 10.The Licence shall be personal to the licence holder and shall not be transferred to any other person. 11.The Licence holder shall attend in person at the position from which trading takes place for not less that 75% of the time on any day which trading is carried out and the licence holder shall, on responsible notice to do so, furnish the Council such information as may be specified by it to confirm his compliance with this condition. 12.No person under the age of eighteen years shall be employed as an assistant. 13.The Licence holder shall provide sufficient containers as may be necessary for the depositing of litter arising from his trade and ensure that the immediate vicinity of his van, barrow or other vehicle is kept free from litter at all time during which he is trading. All sites must be left free from litter and waste when trading has ceased.

14. All street trading units must be equipped with safe and adequate lighting during the hours of darkness 15. All Licence holders must wear the Council licence badge, when street trading is taking place. A maximum of 2 assistants may also be approved by the Council. Licence badges for any assistants must be worn when street trading is taking place. Only approved consent holders and assistants may trade from the Licenced site. No one other than the consent holder and approved assistants may trade from the site at any one time 16. No goods other than those authorised in the licence, may be traded without prior written consent from the Council 17. The use of loud speakers, horns, flashing lights or any other instruments used to attract customers atten-tion is forbidden in licence streets without the prior written consent of the Council. 18. Licence holders have a duty of care in relation to their trading sites and adjacent areas and must not dam-age in any way, either wilfully or by negligence, any part of the consent street including paved areas, signs, fencing etc. 19. No hot food sales to be permitted during 0500 hours to 1800 hours without prior written approval from the Council. 20. No hot food sales permitted between 1800 hours and 0500 hours in the area identified as attached or in any other area without prior written approval from the Council. 21. Street Trading Licences may be temporarily suspended for any reasonable cause, at any time at the re-quest of a Police Officer or Authorised Council Officer who may require the consent holder to move from his trading position. 22. This licence may be revoked by the Council at any time either following the breach of any of these condi-tions by the Licence holder or for any other reason. 23. The Licence holder must provide the Council with proof of Public and Product Liability Insurance of a minimum sum of £5,000,000. 24. The Licence shall indemnify the Council from and against all loss, damage, costs, liabilities and claims whatsoever arising from its use and occupation of the land. The Licence shall agree to maintain the site to the same condition and state as it was at the commencement of the occupation. Signed: __________________________________Date:________________

Please ensure that you have read, fully understood and agree with the Terms & Conditions before completing this form

Contact Name

Address

Post Code

Tel

Email

Web/Facebook/YouTube

Trade Name Please give a description of your stall, business, goods to be traded

Before you send you booking form back to us please check that you have completed the following

Fully completed the booking form

Made a copy of the booking form for your records

Read, signed and enclosed a copy of the Terms & Conditions

Enclosed a copy of your Public Liability Insurance and any Risk Assessments

Enclosed photographs of your trailer (if you are applying for Trailer Trade Space)

Enclosed certification of registration if you are a food vendor

Please confirm what type of trade space you are applying for: Log Cabin Trade Space Trailer Trade Space (please state size).

I confirm that the information in this form is correct and that I have read, understood and agree to the Terms and Conditions. I confirm that I would like a Trade/Exhibition space. If my application is successful I confirm I will be available to trade on the dates stated. Signature:______________________________________________ Date: _________________________