Vendors & Stalls

Running a stall at the C.R.F.

Note: these details are a lot easier to read on a PC/laptop than on a phone!

Every year we permit a limited number of food vendors and try to minimise any duplication of the type of food on offer. Whilst we have a number of regular food providers who like the event (and we get good feedback about them!) who ask to come back year after year, as you will appreciate sometimes they may not be available and so we are always on the lookout for good quality, reliable alternatives that meet the requirements set out here.

Similarly we have limited capacity for other types of stall holders, for example clothing, arts and crafts, music related memorabilia, CDs and records, etc. Again, please apply if this is of interest to you or call us first.

If you are interested in running a stall at the festival, please read and ensure you fully understand the following notes, then please complete the on-line Vendor form at the bottom of this page.

If you are unable to complete the form online, please either download it here:

as a PDF and print it yourself, or call us for a paper version on 01353-749749

Print the supporting documents here:

Company legal information

Office: RBF Festivals Ltd,  23 Hop Row,  Haddenham,  Ely,  Cambridgeshire,  CB6 3SR

Company registered in England & Wales. Registration number 501251.

Director: David Roberts

 

Tel: 01353-749749

Our pitches and prices

Stall type/size

Food stalls/trailers

Food (discounted*)

Ice cream van

Non-food large

Non-food small

Indoor stall

Power supply

16A socket

32A socket

32A (3 phase)

exc VAT

£2000

£1600

£1600

£500

£300

£300

£150

£200

£250

inc VAT

£2400

£1920

£1920

£600

£360

£360

£180

£240

£300

Notes

* Food stall pitches will be discounted to vendors offering a volunteer discount - see below

We only allow one ice-cream van on site

Non-food pitches are 6m deep (front to back) and either 6m wide (large) or 3m wide (small).

Indoor stalls are either trestle table with two chairs or a 3m by 3m area.

Terms and conditions

Payment

We will consider your application as soon as possible and give you a provisional decision typically within 7 days.

At this time you will be required to send full payment and all requisite documentation. 

We will then validate your details and if successful we will inform you by 1st May 2019. If you are unsuccessful your payment will be returned.

Access and duration

Pitches and stalls are for the full duration of the festival. We do not offer pitches for specific days. Access is available from Wednesday evening, or you should be on site by 10am Thursday. You must have left the site by Monday afternoon. You may not bring vehicles into or out of the site whilst the public have been admitted.

Power supply

It is up to you to tell us the electrical supply you require and book it in advance. We do not allow the addition of extra unplanned cables or supplies as they can loading problems, and may result in fines OR EVEN EXCLUSION FROM THE SITE.

Power will be available from Thursday 1pm (start day of the festival) to Monday 1am (following the festival) - extended to 11am for Monday breakfast traders.

A 32A three phase supply MAY be available but must be ordered in advance. It cannot be arranged at the event!

You are responsible for bringing your own cables, all of which must have current PAT tests.

Pitches within our marquee will have low ambient lighting provided.

Vehicles

A van or caravan for storage or sleeping may go behind the stall and must have a pass displayed at all times.

Vehicles may not move in and out until after the public has vacated the performance area, so your staff vehicles must be left in the public car park, which will be free for vendors.

Indoor sales stalls

Trestle table size stalls will only be permitted inside a dedicated marquee, most likely to be between the two stages, but only if there is sufficient demand. They will not be permitted inside the stage marquees.  The spaces are intended for table top sales such as Record/CD sales, Arts and Crafts etc. We will supply a table and 2 chairs only.

Food prices

Our pitch fees are still quite low, so please don’t overprice to the festival goers. We will take this into consideration when selecting our traders. Please ensure consistent pricing during the festival and display your price list at all times.

Volunteer discount on food

The majority of the people working on the site are volunteers and we like to offer them a food discount. In the past this has been a requirement of the agreement but from 2019 it will be optional. If you agree to offer this discount to our volunteers, on ALL the food you provide, we will discount your VAT exclusive fee by £400. Volunteers can be identified either by their red CRF T shirts, or a "Committee" or "Crew" laminated lanyard. 

Waste disposal

You must bring water containers for your waste water which must be emptied only where directed.

You are responsible for clearing up dead tie wraps. If used, we ask that you use only white, silver or red as black or green tie wraps can be hard to spot in the long grass!

We are striving for an even greener festival so we strongly encourage you to use biodegradable consumables. 

Insurance

We require Public Liability certificate with minimum cover £5,000,000 and Employers Liability insurance certificates with minimum cover £10,000,000.  Please call us if either is an issue.

Exclusions

Stalls may not have any amplified music.

Stalls must not sell any alcohol, cigarettes or tobacco (this includes tombolas).

No mobile sales ‘off stall’ are permitted.

We reserve the right to require you to remove additional food types not disclosed with the booking.

No permanent tattooing or skin piercing is allowed.

Please do not bring animals on to the site other than guide dogs or dogs on a lead. However all dogs must be kept away from food stalls.

Safety

All outdoor stalls must have a fire extinguisher (min. 2kg CO2) and a light duty fire blanket. Our fire marshal can test and supply these at a reasonable cost.

Fires, disposable barbecues and the sale or use of wax torches is completely prohibited.

All traders must comply with local regulations including safety, environmental health, fire and trading standards.

Food traders must, at all times, clearly display information relating to their use of food allergens.

Security

Overnight guards are employed by us, but you are responsible for your stall / vehicles.

Event licence

The site is licenced for up to 5,000 people by South Cambs District Council. There is a site inspection normally on the morning of the festival and you must be ready for that with all required paperwork.

Trader documents

All of the following documents are mandatory for ALL vendors and stall holders and should be sent to us immediately with your payment should we give you a provisional approval. At latest (and only by prior agreement) they must be with us one week before the festival commences and if not provided you will NOT be allowed to trade and NO refunds will be issued.  

~  Current public liability certificate

~  Employers liability insurance certificates

~  PAT electrical safety test certificate/labels

~  Your own Hazard/Risk assessment document

Food documents

All of the following documents are mandatory for food vendors and should be sent to us immediately with your payment should we give you a provisional approval. At latest (and only by prior agreement) they must be with us one week before the festival commences and if not provided you will NOT be allowed to trade and NO refunds will be issued.  

~  Local authority registration

~  Hygiene certificates

~  Evidence of food allergen information that will be displayed

~  Gas appliance certificate (if applicable) 

Data security and GDPR

All information you provide is only made available to those people involved with the organisation of the festival. To conform with the new General Data Protection Regulation that applied from 25th May 2018, it is important that you explicitly confirm that you are happy for us to store the information you have supplied to us on this form and use it to administer and contact you about the festival. 

You can read about our GDPR Policy here:

 

Acceptance of Terms and Conditions

You must confirm that you have read and fully understood the terms and conditions described here, which you may print if you wish. 

Sending your application

When you have completed the form, click Submit Application. Note: You may need to press this twice. Wait a moment and you should get a message telling you your form has been sent and you should get a copy of your application automatically by email to the address you provided. We will check through and get back to you by email. If all is well, we'll let you know and tell you what to do next. This will including sending full payment and all the requisite documentation, as described above.

Multiple pitches

If you require more than one pitch, please apply for each separately.

Thank you!