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Holi Stallholder Application

Sunday 5th April 2020

Dear Stallholder/Trader/Charity/Community Group,

The Holi Festival is excited to announce its new location of Alexandra Park for the Holi Hindu festival of colour and there is an opportunity for you to have a stall in our market place at this event.

The celebrations start at 12noon and include; traditional Indian cuisine, a roaring bonfire, music, Henna hand painting, dancing, market stalls and of course the throwing of the colour. Holi is a joyous celebration where people gather to throw colourful powder at each other in a vibrant display of love and affection.

If you are a stallholder selling quality products you are invited to apply for a pitch. Possible products sold can include: arts and crafts; jewellery; fashion accessories; toys; gifts; grocery and take-home food products. Stallholders should enter the park via the Grove Lane entrance of Alexandra Park.

The pitch fee for having a 3m x 3m pitch is £20 (for charities and not for profit organisations)

The pitch fee for having a 3m x 3m pitch is £25 (for businesses)

All pitches are inclusive of equipment hire e.g. gazebo, tables, chairs.

Please note that power will not be provided at this event.

To apply, please complete the attached application and email it to:

[email protected] & [email protected]

If you do not have access to the internet, please send your fully completed applications to:

Events TeamGrafton House15-17 Russell RoadIpswich IP1 2DE

If your application is accepted, you will be sent a confirmation email within seven days. Pitches are limited so please apply early to avoid disappointment. No booking is accepted until payment and compliance paperwork has been received. If you have any queries, please contact [email protected].

Please ensure you complete all sections of this Application Form and Environmental Impact Assessment. Failure to do so may preclude your application from being considered.

P a g e 1 | 6 – Form Revision Jan 20

mailto:[email protected]





APPLICATION FORM

EVENT: HOLI FESTIVAL 2020

Name:

Company/Organisation Name:

Type of business:

Address:

Mobile Number:

Email:

Website:

Twitter/Facebook Details:

Description of Goods:(Every effort will be made to offer a diverse range of market products, but EXCLUSIVITY IS NOT GRANTED).Hire Requirements (inc. numbers required):(Within the pitch fee we will supply a 3m x 3m gazebo, sides, weights, 1 table and 2 chairs – please include this in your requirements – any additional equipment will incur additional charges)

Gazebo ( ) / Weights x 4 ( ) Sides ( ) / Table ( ) Chairs ( ) / Fire Extinguishers ( ) Barrier ( ) Other – Please Specify:

Compliance Information:Please tick the relevant compliance documentation that you are sending in with your application. PLI and Risk Assessments must accompany all applications. Other documents will be dependent upon your trade/activity.

PLI (£5m minimum) ⃝Risk Assessment ⃝Method Statement ⃝ PAT Testing Compliance ⃝Food Hygiene Rating ⃝Food Hygiene Certificates ⃝Gas Safety Certification ⃝Other ⃝




ENVIRONMENTAL IMPACT ASSESSMENT

EVENT: HOLI FESTIVAL 2020Reducing Plastic: Ipswich Borough Council is committed to reducing the amount of plastic used at all events by finding alternatives to single-use plastic, reusing plastic wherever possible and ensuring recycling facilities are provided. Please use this section to set out how you will address this through your attendance at our event. Please note Ipswich Borough Council does not permit balloon or Chinese lantern releases from its land.

What plastic items will be used by your trade/activity?

How are you looking to reduce, minimise or avoid single use plastic?

Which single-use plastics will you be using and what alternatives have you considered?

What procedures do you have in place to dispose of single use plastic?

Waste Management: Assess the type of waste that will be generated as part of your attendance at our event, both from catering and food production, as well as from the participants. Please set out how this will be managed in order to ensure participants can follow the ethos of Reduce, Reuse and Recycle and help reduce the unsustainable use of precious resources.

How will you manage your waste generally?

What other recycling measures do you have in place for disposing of waste - cardboard, food etc.?Direct Environmental Impact: Please consider the direct environmental impact of your attendance at our event. This could include pollution from generators or other chemicals used and noise.Set out any direct impacts on the environment, what measures have you put in place to minimise them.If you have music as part of your trade or activity, how do you plan to measure noise levels?Transport: Encourage the use of public transport, walking or cycling as alternatives to private car use. Links to bus timetables and to the cycling network maps can be provided.

How are you and those attending the event traveling to the venue?

I confirm all the information I have given is correct, I have enclosed all items required and have read and understood the Terms and Conditions.

Signature: Date:




TERMS AND CONDITIONS

Arrival and Departure Traders are able to arrive on site from 09:00 on Sunday 5th April to set up. Departure is from 15:30 on Sunday 5th

April. The event runs from 12:00 – 15:00. If we deem it safer for you to move off earlier, we will advise you. For Health and Safety reasons we must ensure the site is clear of the majority of the public before we allow vehicles to move. Walking your equipment off site can be done at any time.

VehiclesVehicles are permitted to enter the site for loading and unloading only. Vehicles must be removed from the main event site by 11:00. Parking details will be provided prior to the event. Vehicles will be able to return to site from 15:30 subject to access being deemed safe. Vehicles should not attempt to enter the site until permission has been given by event staff.

BookingYour booking fee is required when making the application and bookings will not be confirmed until this has been received. Please make payment in accordance with the instructions on the invoice. The invoice will include our bank details. Total payment is required prior to the event date. All fees are non-refundable under any circumstances.

RequirementsIf you are hiring any 6ft tables from us, please bring along your own tablecloths.

If you do not hire any equipment from us, you will be allocated a pitch and you will need to bring everything with you (including professional gazebo, sufficient weights to hold it down, tables and stock). Please ensure you adhere to these conditions:

The use of gazebos is limited to commercial standard equipment and must be flame retardant. Domestic pop-ups will not be admitted.

Gazebos must be suitably weighted in each corner.

Should the trader use any other structure or fixings as part of their stall, details must be passed to the event organiser for approval at least 21 days prior to the event.

Structures must not exceed the allocated size.

Where your trade/activity is applicable, you must supply an appropriate/serviceable fire extinguisher.

Failure to comply with the above could result in your space being forfeited without a refund of payment.

InsurancePublic Liability Insurance with a minimum liability of £5 million is necessary for every stall. A copy of your certificate and your risk assessment will be required prior to the event. Failure to give this information will




result in you being turned away on the day of the event.

Sale of FoodAll traders of food products must be registered with a local authority and must provide evidence of their current rating (Ipswich Borough Council requires a 4 star minimum rating) together with copies of the food hygiene certificates of staff who will be working on the stall. Traders must comply with the provisions of The Food Hygiene (England) Regulations 2006, Regulation (EC) No. 852/2004, the Food Safety Act 1990 and all relevant legislation. All traders selling food will be asked to provide this additional information at least one month prior to the event.

ElectricityNo power is available in the market zone.

HousekeepingStallholders are required to keep their stall smart and presentable at all times. All debris must be bagged immediately and left in the area provided at the end of the day. All liquid waste must be removed from the site before leaving. Any costs associated with cleaning a pitch will be the responsibility of the trader.

Goods for SaleTraders are only permitted to sell goods as stated on their application form. Any changes or additions must be approved by the event team prior to the event. Sale of the following goods are prohibited: live animals and birds, fireworks, firearms, replica and decommissioned firearms, combat knives, counterfeit goods and any other items deemed unsuitable by the organisers due to causing offence or danger to the public.

Stallholder BehaviourStallholders and their staff are expected to conduct themselves in a manner that does not bring any adverse publicity to the market, fellow traders or to Ipswich Borough Council. The following behaviour will not be tolerated: swearing or arguing; fighting; consumption of drugs or alcohol. Traders are expected to present a positive image at the market and to treat customers, fellow traders and others with courtesy at all times. Failure to comply will result in immediate termination, without notice or compensation, of the contract to occupy the market area.

Cancellation of EventIn the circumstances of an event having to be cancelled due to circumstances beyond the control of IBC and in the interest of public safety, any loss incurred will not be the liability of IBC and no compensation will be made either in full or in part.

Safety & ComplianceThe organisers will be on site during the event; including set-up and clear up and will be responsible for the safety of the site and management of the event. If any health and safety issue are identified by the organisers the stall holder must immediately rectify them.

Failure to respond to reasonable requirements from the organisers or their representative will result in your space being forfeited without refund of payment.




PlasticsIpswich Borough Council has pledged to phase out all avoidable single use plastic. In doing so we aim to significantly reduce our use of single use plastics at our events; therefore, we ask all event organisers to recognise this and be part of the campaign by reducing plastics at our events.All Traders attending events on our land will need to complete an Environmental Impact Assessment (attached to this application) to show how single use plastic will be reduced to an absolute minimum and how the level of recycling of other plastics will be maximised. There is a legal ban on Plastic Straws and Stirrers. We also encourage a voluntary ban on plastic cutlery, single use coffee cups and sauce sachets.

For more information on the Plastics policy please visit; https://www.ipswich.gov.uk/plastic

Charity CollectionCharity collection boxes or any form of charity collection is only allowed with a permit from the local authority. Stallholders wishing to have a collection box on their stall must contact the organisers for further information.

Further InformationPlease contact [email protected]


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https://www.ipswich.gov.uk/plastic

ipswich entertains | open air music, film, theatre …€¦ · web viewthe holi festival is excited...

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