Information, Rules and Conditions for Stallholders
The deadline to receive your application is 21 May 2023
By applying for a stall at the Fair, you will be agreeing to these Rules and Conditions:
NEW RULES for 2023
A Spray string is banned from everywhere on the Fair grounds. (Rule 16)
B You agree to copies of all the documentation you submit as part of your application being passed to Spelthorne Borough Council at their request. (Rule 17)
C Providers of food at the Fair must comply with revised requirements (Rules C1 and C2)
COMMON RULES applicable to all stalls
1 Selling a booked plot to another stall-holder is prohibited and will result in non-participation in subsequent years’ Fairs.
2 No amplified sound is allowed
3 Display or prizes of live animals, fishes etc are strictly forbidden. Alcoholic beverages must not be sold or given as prizes to persons under 18. (See also Rule 7).
4 No stallholder is allowed to trade on any part of the field or marquee except within their plot/table boundaries. This means that no one may walk around the site collecting money, distributing leaflets, advertising etc.
5 It is the stallholder’s responsibility to ensure no rubbish is left behind. Failure to observe this requirement will result in non-participation in subsequent years’ Fairs.
6 In order to allow us to distribute similar stalls around the field and in the marquee it is important that you specify the general type of stall, ie tombola, bric-a-brac, food (type of), games, jewellery, clothes, crafts, etc. Please be aware that if you sell items other than those specifically agreed with us you may be asked to stop trading.
7 ALCOHOL-FREE SITE. The authorities have instructed that for those stallholders who plan to run a Bottle Tombola (or similar) the following guidelines must be adhered to:
You must advise the winner that:
a) They must not remove the ticket from the bottle as this shows that it is a prize won at the Fair.
b) They must wrap the bottle and place it in a bag and not open or show the bottle when on the Fair site.
c) If possible and their car is parked locally, they should place the bottle in their car. If not, keep it with them in their bag.
An alternative is for you as the stallholder to write the name (and address) of the winner on a label and attach it to the winning bottle and retain the bottle on your stall until the end of the Fair, (or when the winner decides to leave the Fair), when they will come and claim their prize.
8 Please ensure that you enter the correct Stall/Table and Category/Quantity on the Form, and pay the correct plot fee. If in doubt, please ask before returning the Form. Note that stall fees are non-refundable under any circumstances.
9 All stallholders collecting for a charity must attach a letter of permission from their chosen Charity to the Application Form.
10 Please note that only a limited supply of water will be available for general use, and this will not be suitable for human consumption.
11 The Fair is opened officially at 12.00 following the arrival of the Procession.
12 To ensure Field and Marquee preparations are completed, PLEASE DO NOT ARRIVE BEFORE 08:30 ON SATURDAY.
13 Signing or Submitting the Application Form means that you acknowledge and agree that you and your authorised helpers participate in the Fair entirely at your/their own risk in every respect, and that you absolve the Shepperton Village Fair Committee and its authorised helpers from responsibility for such risks, including personal injury, loss or damage to property (including damage or loss to you and your helpers), however this injury, loss or damage may be caused whether by fire, theft, inclement weather, power, defect in the equipment and buildings and/or infrastructure.
14 It is advised that all stallholders consider Public Liability Insurance in the event of claims against them. It is also strongly advised that stallholders carry out a Risk Assessment relevant to their intended activities. This is not red tape. It means that you have thought through what could go wrong and acted to prevent it doing so. Guidance on risk assessment is given on the Government’s Health and Safety Executive website www.hse.gov.uk/risk/casestudies
15 For further information about the Fair, please refer to our website at www.shepperton-fair.org. Please email all queries relating to Field Stall Applications to: firstname.lastname@example.org and for
Marquee Stall Applications to: email@example.com
16 We will generally observe your GDPR preferences but may need to use the most expedient method during this contract.
17 Shepperton Village Fair Committee, whose decision is final, will settle any questions that may arise and are not covered by these Rules.
FOOD PROVIDERS – SPECIFIC INFORMATION AND RULES
C1 Stallholders providing food prepared at the Fair must attach the following to their application:
- A Food Hygiene Certificate issued by the Chartered Institute of Environmental Health (or similar), in the name of a person or persons present on the stall at all times
- A Food Premises registration letter (from your local authority)
- Date and result of your latest Food Hygiene Rating (“scores on the doors”) with a rating of at least 3
C2 Stallholders providing pre-packaged food:
- Food must be labelled to disclose the product name and a list of ingredients (in descending order of weight)
- Labelling must also include details of any ingredients that could cause an allergic reaction – such as egg, milk, sulphites, peanuts and tree nuts
FIELD STALLHOLDERS – SPECIFIC INFORMATION AND RULES
F1 A single full plot size is 4m wide by 5m deep (13.2in x 16.4in). If you require more, they are available in one plot increments. You must ensure that your stall, and any vehicles, all fit into your allocated plot(s). Note that with ‘terraced’ plots there is no side access unless it is within your own allocated space. You will be advised of your allocated plot(s) location on the day. Note that plots cannot be changed on the day.
F2 You must supply your own tables, chairs, gazebo etc, and please state on the Application Form if you have any special requirements, ie location, portable generator, vehicle on plot, etc.
F3 ALL FAIRGROUND-TYPE AMUSEMENT STALLS MUST CLEARLY DISPLAY A SIGN, NO SMALLER THAN A3, WITH THE ‘PRICE FOR A GO’ OF THE AMUSEMENT.
F4 For safety reasons, all cars must be removed from the field by 11.00. Car parking facilities for stallholders are available at the Russell Road end of the field from 11.00 to 17.00. AS THERE IS NO SAFE ACCESS, VEHICLES CANNOT BE REMOVED FROM THIS CAR PARK UNTIL THE FAIR CLOSES AT 17.00. Note that it is the stallholder’s responsibility to ensure that all their helpers are aware of this rule.
F5 We strongly advise against setting up your stall on Friday night as the Committee cannot accept responsibility for it. If you choose to do so and it is not in its correct allocated plot location on the field, you will be told to relocate it, irrespective of what effort is involved, on the Saturday morning.
MARQUEE STALLHOLDERS – SPECIFIC INFORMATION AND RULES
M1 A single stall comprises a 6 foot (1.8m) table and 2 chairs. Electricity may be purchased. You can book a maximum of two tables and you must ensure that your activities all fit into your booked table space. You may not resell tables or stall space. You can request a specific location for your table(s) on the Form, but please note that these will be allocated strictly on a first come, first served basis. Please also note that your table position cannot be changed on the day.
M2 Free car parking for Marquee stallholders is available on the grass area behind the Marquee. FOR SAFETY REASONS, VEHICLES CANNOT BE REMOVED FROM THIS CAR PARK UNTIL THE FAIR CLOSES AT 17.00. Note that it is the stallholders responsibility to ensure that all their helpers are aware of this rule.