Trade Terms & Conditions
General Terms
Charles Courtenay, T/A Powderham Heritage Enterprises (the organiser) is organising Powderham Food Festival. Once you have received written confirmation that your application has been successful. Once you have paid your deposit you are bound be the following terms.
You must provide the organiser with;
Employers and Public Liability Insurance with a minimum of £5 million in respect of any one occurrence.
A risk assessment on behalf of your business and activities.
Proof of registration as a food business with your local authority.
PAT certificates for any electrical equipment used on your stand.
Spaces are allocated for both days of the festival, hours of operation are between 10am and 5pm. Exhibitors are not permitted to attend for just one day. No vehicle access is permitted on-site after 9:30am on the days of the festival. Set up is from 9am on the Friday prior or from 6am on the Saturday. Breakdown of stands is from 5pm on the Sunday. All exhibitors must be off site by Monday at 6pm. Unless prior arrangements are made and agreed.
No camping is allowed within the festival site. A small amount of camping is allowed in a nearby field but only on request and a small charge is applicable.
Exhibitors are expected to sell goods as described within their application. Any changes to this must be requested in writing at least two weeks before the event, and confirmed in writing by the organisers. Any trader who attends the event with the intention to sell goods other than those stated in their application, will be asked to cease sales to ensure fair trading across the festival.
The sale of weapons, fireworks, tobacco products and illegal drugs is strictly prohibited and will be reported to the police. Exhibitors must not use barbecues or any other equipment that creates excessive smoke without prior permission. No gas to be used inside marquees or in the riding school.
Allocation and positioning of exhibitor spaces are at the discretion of the organiser. No refunds are given as a result of poor weather, nor as a result of changes to exhibitor siting or changes in the advertised programme. Exhibitors are prohibited from subletting, or allowing use of it’s space, to any other business without prior permission from the organiser.
In the event of the festival being postponed or abandoned, or in the event of supplies, services of facilities being unavailable due to circumstances beyond control of the organiser, the organiser shall not be liable for any expenditure, loss, damage or liability incurred by the exhibitor / trader.
In the event that the site must be evacuated due to an emergency or reported emergency or on the advice of the event safety officer or other person of significant control or public office, exhibitors must follow evacuation procedures. This includes leaving their space and belongings behind until permitted to re-enter.
Food exhibitors are encouraged to avoid the use of single-use plastics and to use compostable alternatives wherever possible. No glassware is permitted on site.
Food hygiene certificates, gas certificates and mobile vendor registration certificates must be provided before the festival, and all regulations in relation to these must be followed. Your stand must be clean, free from waste and spillages and all waste disposed of regularly. Any aggression or abuse directed towards our staff will not be tolerated. Failure to comply with regulations may result in you being asked to leave site and no refund will be given.
Equipment should be regularly checked and up to date with safety inspections. Any equipment considered dangerous by the on-site electricians or safety officer may be removed for the duration of the festival. In such an event no refund would be offered or compensation for loss of earnings.
The exhibitor fully indemnifies the organiser against all proceedings, costs, claims, demands and liability howsoever arising, whether directly or indirectly, in connection with the exhibitors occupation at the festival and in particular (but without limitation to the generality of the foregoing) shall indemnify the organiser against any liability for injury, death of any person and loss or damage to any property howsoever caused.
The exhibitor must also hold employer’s liability insurance and copies must be provided before the event and be available for inspection on request by the organiser or their representative.
Security is provided overnight during the festival, and CCTV will be in operation throughout (including overnight). Exhibitors are advised to secure their stock and equipment as best as possible overnight. The organiser accepts no responsibility for loss or damage to the exhibitors or their employees property.
The organiser reserves the right to delay or restrict access to the festival site if necessary, for reasons of health and safety or on advise from the police or council officials. Exhibitors must not do anything that may cause a nuisance to other exhibitors, organisers, staff or visitors. The organiser reserves the right to inspect pitches at any time and expel any exhibitor not adhering to these terms and conditions.
last updated 2nd March 2023.