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TRADER APPLICATION FORM Around the World Langford Farm_ Maypole

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TRADER APPLICATION FORM Around the World Langford Farm_ Maypole Powered By Docstoc
					                         TRADER APPLICATION FORM
                              Around the World
                       Langford Farm, Maypole Road, Langford, Maldon, Essex, CM9 6JN
                                         30th April – 2nd May 2011

                                                         12pm – 8pm

                                         TRADER INFORMATION
PLEASE COMPLETE IN BLOCK CAPITALS

Name of Company Tendering: ___________________________________________________________________

Unit(s) Name: ________________________________________________________________________________

No. of Trade Units: ___________________________________________________________________________

Contact Name: _______________________________________________________________________________

Postal Address: _______________________________________________________________________________

                 ___________________________________                    Postcode: _______________________________

Telephone No: ___________________________________                       Mobile No: ______________________________

Email: __________________________________________                       Website: ________________________________




                                        CONCESSION CATEGORIES
As we cannot guarantee acceptance of a single tender comprising of multiple categories, e.g. Ice Cream + Burgers + Fish &
Chips you must complete a separate application form for each category you wish to tender for with separate payment as we
cannot accept payment made for tenders that comprise of more than one category.
The numbers besides each category represent how many units we require each day for this event where traders may wish to
apply for sole concession rights under that category or alternatively apply for a number of units providing it does not exceed
the maximum we have listed. Please Note there will be 4 different zones to this event, where we have strategically placed
most caterers in a specific zone, e.g. India in the Asian Zone, Churros in the Latin American Zone and Hog Roast in the European
Zone. Other catering units such as ice cream, hot/cold beverages, Candy Floss can avail of having multiple units in each zone.
Please circle the category you are tendering for:

Beer Tent (3)               Tea/Coffee (8)                Cold Drinks (8)                Burgers (4)
Thai Food (2)               Fish & Chips (2)              Indian Food (8)                Caribbean Food (4)
Doner Kebabs (2)            Hog Roast (2)                 Falafel (2)                    Churros (2)
Fair Rides (1)              Bouncy Castle (4)             Rock Climbing (2)              Bungee Run (4)
Ice Cream (8)               Kulfi (4)                     Do-Nuts (4)                    Candy Floss (4)
Confectionary (4)           Other, Please State: ____________________________________


                                              Regency Events Management Limited
                                      th
                       Albany House, 4 Floor, 324-326 Regent Street, London, W1B 3HH. Tel: 0845 003 7279
                                               Registered Company No. 07328920
                            UNIT DESCRIPTION/REQUIREMENTS
   Type of          Dimensions         Type of           On Site                Fencing                               Seating Area
Catering Unit      H    W    D       Construction     Electricity (A)       Requirements (B)                        Requirements (C)
                                                        Yes       No       Yes Metres     No                           Yes                          No


                                                      No of                      No of                         No of Units
                                                      Days                       Days                       1 unit consists of
                                                                                                            1 table + 6 chairs
                                                      @ £45                @ £3 per metre                    @ £20 per unit
                                                                                                               No of Days


    All prices are based on a SINGLE day’s rate,          Amount A                Amount B                               Amount C
where one event is scheduled for multiple days        (No of Days X £45)   (No of Metres X £3 X No. Days)       (No of Units X £20 X No. of Days)

 applicants should base their calculations upon
all days for that one event including, if required,   £                    £                                £
one day prior to the event start date for set-up.
                                                                           For any requirements please send a separate Cheque
(A+B+C)                TOTAL AMOUNT £                                      payment made payable to Regency Events Management
                                                                           Limited for the value calculated in the Total Amount box.




                                                            MENU
You are requested to attach or complete below a full menu and price list of all products you propose to sell at the
event. Any additions or changes made to the menu must be authorised by the events co-ordinator prior to the
event.




                                               Regency Events Management Limited
                                       th
                        Albany House, 4 Floor, 324-326 Regent Street, London, W1B 3HH. Tel: 0845 003 7279
                                                Registered Company No. 07328920
                                      PITCH REQUIREMENTS
Please advise in detail the pitch size you seek to book taking into consideration front display and customer service
areas. You must include all on-site vehicles, generators, trailers with tow bars, stalls, marquees, barbeques and any
other equipment which you may have on-site.

Frontage: ________________________metres                    Depth: _____________________________ metres




                                                 PITCH PLAN
Please include in the space provided, a birds eye view plan sketched briefly to illustrate how you will set up your
pitch at the event, please include all your vehicles and equipment. Note, this DOES NOT have to be to exact scale.




Please provide details of any additional structures of your own that you intend to provide that may be attached to
your catering unit e.g. marquee, etc. Please state how many, the size and ensuring you have the necessary
flameproof certificates:




                                            Regency Events Management Limited
                                    th
                     Albany House, 4 Floor, 324-326 Regent Street, London, W1B 3HH. Tel: 0845 003 7279
                                             Registered Company No. 07328920
                                               PHOTOGRAPHS
If available, please include a current photograph of your unit or stall.




                                                      VEHICLES
Please list the registration numbers of the vehicles you wish to gain access to the venue grounds with. If Ice Cream
vehicles please also state make and model:

  Vehicle Registration No:                Make:                     Model:                   Vehicle to be kept on site:
                                                                                                 Yes            No




PLEASE NOTE: One vehicle pass will be issued to all caterers for vehicles on and/or off site to unload equipment and
one vehicle pass to allow parking in the caterers’ car park.

Please indicate any additional passes required on the day with reasons:

  No. of additional passes required       Reasons for additional passes




                                                         STAFF
We will issue 2 staff passes per catering unit, if additional passes are required please state how many with reasons:

  No. of additional passes required       Reasons for additional passes




                                              Regency Events Management Limited
                                      th
                       Albany House, 4 Floor, 324-326 Regent Street, London, W1B 3HH. Tel: 0845 003 7279
                                               Registered Company No. 07328920
                                                          COMPLIANCE
PUBLIC LIABILITY INSURANCE:

All Food Traders must provide Public Liability Insurance of                       Policy Holder Name: _______________________
£5,000,000 valid for the date of the event. As forms have to
be submitted prior to the event date, those traders whose                         Insurer: _________________________________
current policy will need to be renewed prior to the event
                                                                                  Policy No: _______________________________
date should still submit their insurance details upon
completion of this application, and if successful present their                   Indemnity Value £: _______________________
new policy details to the Events Co-ordinator who will be
                                                                                  Expiry Date: _____________________________
available at the venue entrance office during loading times.


FOOD HYGIENE CERTIFICATES:
                                                                                  Name: _________________________________
All Food Traders must be registered with their local
authorities Environmental Health Department and must                              Local Authority: __________________________
provide copies of Food Hygiene Certificates to the Event Co-                      Certificate No: ___________________________
ordinator who will be available at the venue entrance office
during loading times. Please provide details:                                     Level: __________________________________




ELECTRICAL AND GAS APPLIANCES:
                                                                                              ELECTRICAL APPLIANCES
All electrical and gas equipment must be test certificated and                    __________________________________________
certificates made available to the Events Co-ordinator who                        __________________________________________
will be available at the venue entrance office during loading                     __________________________________________
times. Please list all electrical appliances you intend to use at                 __________________________________________
the event ONLY if you have requested us to supply electricity                     __________________________________________
as this will help prevent the power supply from cutting off:                       _________________________________________




PRODUCT AND EMPLOYEE LIABILTY INSURANCE:
                                                                                  Policy Holder Name: _______________________
All Food Traders must provide details of Product and
Employee Liability Insurance of £5,000,000 valid for the date                     Insurer: _________________________________
of the event.
                                                                                  Policy No: _______________________________
SUSTAINABILITY:
To improve the events sustainability caterers are kindly requested to only use
compostable materials to serve food and drinks to members of the public, please   Indemnity Value £: _______________________
use only non-waxed paper and compostable containers and plates, wooden cutlery
and other compostable materials. No polystyrene or plastic should be used. Cold   Expiry Date: _____________________________
drink containers should be either plastic bottles or cans. Please Note glass is
prohibited on site.



                                                   Regency Events Management Limited
                                           th
                            Albany House, 4 Floor, 324-326 Regent Street, London, W1B 3HH. Tel: 0845 003 7279
                                                    Registered Company No. 07328920
                                                       TENDER
At Regency Events Management prices are not set for any trader. You must submit a tender amount which you
consider suitable for each individual event. To help assist in such tender processes, we cannot provide any guide
price, however we can state that all our events are free of any entrance fees to members of the general public
coupled with commercial advertising to generate public awareness, which we anticipate will generate larger visiting
capacities that will be beneficial to all traders.

Please Note that the submission of an application is not acceptance of that application and all applicants will be
notified via email or post, depending upon their preference, after the closing date, as to whether their offer has
been successful.

No application will be considered without a tender amount and full payment of amount tendered.

Cheques should be made payable to Regency Events Management Limited and posted to:

Regency Events Management
Albany House
4th Floor
324-326 Regent Street
London
W1B 3HH


Please state how you prefer to be contacted regarding the outcome of your application:

Email           Post



Anticipated Target Audience: 75,000 - 100,000

Trade Times: 12pm – 7.30pm

All applications received will be issued with a unique reference number within 10 days of reaching us; this will allow
you to correspond with ease whilst protecting your personal details with any future queries and for us to maintain a
high level of customer service. This reference number also depicts your location within each event, if successful.
Please note this reference number in all communications and NOTIFY us if you fail to receive your reference
number within 14 days of posting your application.

Please make all such queries via email ONLY to adam.cohen@regencyeventsmanagement.co.uk



Amount Tendered             £



                                              Regency Events Management Limited
                                      th
                       Albany House, 4 Floor, 324-326 Regent Street, London, W1B 3HH. Tel: 0845 003 7279
                                               Registered Company No. 07328920
                                                   CHECKLIST
Please tick boxes to ensure you have completed and attached where necessary the relevant documentation
required.

I have enclosed:

       Completed, signed and dated application form
       Details of Public Liability Insurance
       Details of Product and Employee Liability Insurance
       Details of Food Hygiene Certificate
       Menu and Price List
       Photographs (if available) of Units
       Cheque made payable to Regency Events Management Limited

I agree to abide by the following terms and conditions:

     I have read, understood and agree to abide by the Trade Conditions of Tender. I enclose details of my
      public liability insurance to the minimum value of £5,000,000 and all other necessary supporting
      documents.
     I agree that I will use recycled materials, that cutlery will be reusable or wood and that any plates and cups
      will be recycled, re-usable or compostable. I also agree that I will not make use of any glass items.
     I understand that failure to comply with these standards will result in traders either not being allowed to be
      admitted to the event or asked to leave and no refund will be made of any trade booking fees or expenses
      accrued.

Name: _________________________________________


Company: ______________________________________


Position: _______________________________________


Signed: _________________________________________                              Date: __________________________



Please return applications to:   Regency Events Management Limited
                                 Albany House
                                 4th Floor
                                 324 -326 Regent Street
                                 London
                                 W1B 3HH

                   Closing date for returning applications – 23rd December 2010


                                             Regency Events Management Limited
                                     th
                      Albany House, 4 Floor, 324-326 Regent Street, London, W1B 3HH. Tel: 0845 003 7279
                                              Registered Company No. 07328920
                           FOOD SAFETY REGULATIONS
Please provide details of how you will
hold refuse. Bin bags will not be
acceptable unless contained within
containers with close fitting lids.
Please provide details of your hand
washing facilities i.e. what types of
soap and hand towels will be used and
your method of providing hot and cold
water.
Please provide details of how you
intend to maintain cooked hot food.
This may be through the use of hot
cabinets etc. PLEASE NOTE throughout
the day you must use food probe
thermometers to ensure that food is
always above 63 degrees centigrade
Please provide details of which type of
disinfectants/sanitization products you
intend to use for cleaning throughout
the day of your equipment and work
surfaces. PLEASE NOTE. These must be
food safe products
Please provide details of which type of
equipment washing facilities you will
use through the day, for example type
of sink with hot and cold water
Please provide details of the type and
quantity of refrigeration units and
freezer units you will be using.
PLEASE NOTE. These units should be
sufficient to store high risk e.g. cream,
milk and eggs and raw food separately
at below 8 degrees centigrade


Please read the Trade Conditions section carefully. Once you have read this then you must sign this form to
confirm that you and any other person associated with you agree to the Trade Conditions and will abide by
them at all times.

PLEASE NOTE: IF YOU FAIL TO COMPLETE AND SIGN THIS FORM THEN YOUR APPLICATION WILL NOT BE
CONSIDERED.

Signature of applicant______________________________________ Date__________________________

Company name____________________________________ Position in company ____________________

                                              Regency Events Management Limited
                                      th
                       Albany House, 4 Floor, 324-326 Regent Street, London, W1B 3HH. Tel: 0845 003 7279
                                               Registered Company No. 07328920
  TRADE CONDITIONS for Traders – Please read carefully and keep for your reference.
1. GENERAL
   1.1  The trader must include a proposed pitch layout, which must include all vehicles and
        structures
   1.2  The trader must hold public liability insurance to the value of £5,000,000 to the cover the date
        of each event the caterer is applying for. The trader must also hold product and employer’s
        liability insurance. All insurance details must be provided in the application and where
        applications are accepted the trader must provide original documentations for these policies
        on the day of the event prior to set-up. Failure to provide original documentation on the day
        of the event will result in the trader being disallowed to trade for that event without any
        refunds.
   1.3  Each trader will be allocated a site position which will be to the discretion of the events co-
        ordinator and cannot be exchanged with any other trader or relocated to another position.
        Any trader found not complying with the site position allocated along with any specific
        instructions for the day will be removed from the event site without any refunds.
   1.4  All traders must remain within the boundaries of their pitch as detailed on the application
        form. Traders must NOT at any point extend their pitch or take use of any area outside their
        pitch boundaries. This may include but not limit to other Traders’ pitch areas which have not
        been fully occupied.
   1.5  Each trader must provide a full menu listing with a price list of what they will be selling on the
        day of each event. The price list must be clearly displayed throughout the event. The trader
        cannot make any changes to these menus or price lists without prior consent of the event
        organisers.
   1.6  Vehicle movement is strictly forbidden during event times. All vehicles held on site must be
        detailed on the application form. No vehicle will be permitted on site without a vehicle pass
        and vehicles passes are not transferable. Dimensions of all vehicles held on site must be
        detailed on the application.
   1.7  Any traders found causing ground damage or excessive waste will not be invited to any future
        events without any refund of any fees already paid. The site allocated to the trader must be
        kept clean, tidy and clear of all waste at all times by the trader. All charcoal must be disposed
        of safely and oil removed safely from site. Recycling facilities will be provided, which must be
        used, wherever possible. The trader will be billed for any damage to the site caused by their
        activities
   1.8  All caterers will be inspected prior to commencement of trade and during the event. Any
        caterer found not meeting the food safety requirements and not complying with these Trade
        Conditions will be removed from site by the council
   1.9  The sale of tobacco is prohibited and the sale of alcohol is only permitted for licensed caterers
        who have been successful with their application to sell alcohol at the event.
   1.10 All successful tenders will be notified by post or e-mail.


                                         Regency Events Management Limited
                                 th
                  Albany House, 4 Floor, 324-326 Regent Street, London, W1B 3HH. Tel: 0845 003 7279
                                          Registered Company No. 07328920
   1.11   Traders must close trading when requested by a member of the events staff and are only
          allowed to trade during the event trading hours.
   1.12   Glass is strictly prohibited on site.
   1.13   No amplified sound/music or PA system may be used by any trader.



2. HEALTH AND SAFETY
   2.1  Mobile traders must ensure they are registered with the Environmental Health Department of
        the local council relevant to the event.
   2.2  The trader must comply with the local council’s regulations for trading at outside events.
   2.3  Upon request, the caterer must provide proof of their Food Safety Management system for
        the event to local council officers or event organisers.
   2.4  Prior to any cooking being permitted, the caterer must ensure that all fire safety equipment,
        food safety facilities and hand washing facilities are in place.
   2.5  All traders must be in possession of an adequately equipped First Aid box and suitable fire
        extinguisher relevant to the appliances in each unit.
   2.6  If applicable, the caterer must hold an electrical and gas installation compliance certificate.
        Details of this must be added to the application and where applications are accepted the
        caterer must provide original certificate on the day of the event prior to set-up. Failure to
        provide original documentation on the day of the event will result in the caterer being
        disallowed to trade for that event without any refunds.
   2.7  LPG gas cylinders must be operated by a competent person and fitted with armoured hosing.
        A maximum of 200kg may be bought onto the site. Traders must ensure that LPG cylinders are
        situated away from generators
   2.8  Petrol generators are not permitted on site. Traders must use only silent diesel generators.
        These must have a test certificate available for inspection on-site. Cabling must be kept out of
        public areas by burying, ramping or being flown. Generators must be situated away from any
        LPG cylinders and combustible material. They must also be fenced off from the public.
   2.9  Traders should encourage customers to use bins provided and recycle their waste
   2.10 Caterers must comply to the Food Safety Act 1990 and display all Food Hygiene Certificates



3. SET UP
   3.1    Traders are recommended to arrive as early as possible to allow time to set up. Traders will be
          allowed to arrive on the day before the event between 10am and 7pm, where events staff will
          be there to assist with pitch locations.
   3.2    All vehicles must not exceed a maximum speed limit of 5mph whilst on site and utilise hazard
          lights at all times.
   3.3    Set up vehicles must be moved off site two hours prior to the start of the event.
   3.4    Event organiser will advise traders when it is safe to bring vehicles back on site for end of
          trade clearance.

                                         Regency Events Management Limited
                                 th
                  Albany House, 4 Floor, 324-326 Regent Street, London, W1B 3HH. Tel: 0845 003 7279
                                          Registered Company No. 07328920

				
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