25 WOODEN CHALETS TO RENT ACROSS 3 WEEKENDS - Engine Yard
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ENGINE YARD CHRISTMAS MARKET 2020
25 WOODEN CHALETS TO
RENT ACROSS 3 WEEKENDS
Set over a beautifully landscaped
site which has been carefully
re-purposed to celebrate
Belvoir Castle's history. Artisan
shopping and the best of country
living. Christmas is the most special
time of the year and the Engine
Yard looks absolutely magnificent.
27TH - 29TH NOV | 4TH - 6TH DEC | 11TH - 13TH DEC
FRI & SAT 11AM - 8PM | SUN 11AM - 5PM
W W W . B E L V O I R C A S T L E . C O M
CHRISTMAS Each chalet will have an internal strip
light and a rear access door. No electrical
CHALETS
sockets are available unless electricity is
booked on the application form as an
extra fee. Please note: the use of heaters
and kettles are prohibited.
Our mission this year is to introduce
wooden chalets and create a beautiful Front opening are approximately 8ft
atmosphere on the lawn. wide by 6ft 2 inch high for the open front
chalet. Covers will be provided for each
Our wooden chalets are 3m x 2.4m and opening on your chalet so that you can
stand holders will have the option of an secure it overnight. Keys will be provided
open front chalet so the public can for the rear access doors. Each chalet will
go inside to view your products or have a have a small ramp to accommodate
hatch chalet so you can have a table right wheelchair users where applicable.
at the front to display products and staff to
stand behind. As shown in the above We will have a 'best dressed' competition
photo, please note there will be no corner for the chalets so we encourage plenty of
units available. greenery and Christmas spirit! Festooned
lighting will be provided for the exterior.
W W W . B E L V O I R C A S T L E . C O M
ENGINE YARD CHRISTMAS MARKET 2020
PLEASE FILL OUT THE FORM
ATTACHED AND SEND BACK
to Charlotte Cobley at Belvoir
Castle, Leicestershire, NG32 1PE.
Closing date for applications is on
APPLICATION
Friday 30th October. We want to
make this year as special as possible
due to the unfortunate time we have
FORM & INFO
all faced in 2020. So let's join
together and create a beautiful
Christmas market!
27TH - 29TH NOV | 4TH - 6TH DEC | 11TH - 13TH DEC
FRI & SAT 11AM - 8PM | SUN 11AM - 5PM
W W W . B E L V O I R C A S T L E . C O M
eventmen 3 Metre Chalet - External Dimensions Tel: 01675 470 202 Email: info@eventmen.co.uk PLEASE NOTE - All products made from natural materials which may vary slightly. You should always allow up to 10mm tolerance across each dimension.
Thank you for expressing interest in the Engine Yard Christmas market.
Application Form
Name of
applicant
Company name
Company address
Email
Post code
address
Telephone Mobile
number number
Product range
Please note:
Food/drink products – to sell any food/drink products please include a copy of your Food
Hygiene Rating Certificate/Food Safety Award and confirmation of registration with the
relevant local authority. No catering for on-site consumption is allowed. You are also required to
display any relevant food allergen information pertaining to your products.
Alcohol – Whilst our Engine yard License covers you for selling alcohol, you must always have a
personal license holder on site during the event and adhere to current licensing regulations.
COST PER CHALET
Please insert the number of stands required in the relevant box below to indicate the stand
option/dates you prefer.
Stand Fri 27th Nov Cost inc vat Fri 4th Dec Cost inc Fri 11th to Cost inc vat
options to 29th Nov to 6th Dec vat 13th Dec
3m x 2.4m £350.00 £350.00 £350.00
Open front
3m x 2.4m £350.00 £350.00 £350.00
Hatch
We are offering a discount for people that want to come for two or three weekends
2 weekends £600 or 3 weekends £900, please tick above which weekends and discount will be applied.
ADDITIONAL EQUIPMENT & SERVICES
Item Qty for Cost inc Qty for Cost inc Qty for Cost inc
27th to vat 4th to 6th vat 11th to 13th vat
29th Nov Dec Dec
Table hire (6ft x 2.5ft) £15.00 £15.00 £15.00
Electricity – standard £150.oo £150.oo £150.oo
240v 4 sockets
Wooden storage unit £180.oo £180.oo £180.oo
(1260mm w, 1800mm
h, 620mm d)
Chalet signage £20.00 per sign
** HEATERS & KETTLES ARE PROHIBITED**
COST OF STAND
COST OF ADDITIONAL EQUIPMENT
TOTAL COST
CHALET SIGNAGE
A sign will be provided by Belvoir Castle and will be attached to the front of your chalet. This will show
your trading name in a uniform branding. Unfortunately, we are unable to incorporate Company logos.
Please ensure that you print your trading name clearly, as you would like it to be shown on the signage in
the ‘trading name’ field below. You will need to order a sign for each chalet booked. Signage Costs are
£20.00 please see additional equipment/services above.
TRADING NAME
(PLEASE PRINT CLEARLY)
Wi-Fi
Wi-fi access is provided to exhibitors as part of the chalet cost. Your password will be issued along with
your parking permit on receipt of your security bond. Belvoir Castle accept no liability for any loss of
sales or income because of any disruption to the wi-fi service. Also, please note that wi-fi is being
provided primarily to facilitate payments being taken at the event and should not be used for non-
business-related activity (i.e downloading films etc).
Fire Extinguishers
In accordance with Belvoir Castle site regulations all traders are required to provide a fire extinguisher
for their stand. You will not be able to trade unless a fire extinguisher is present.
Security Bond
For successful applications there will be a refundable security bond of £100 cash payable on arrival at the
event. This will be returned when you have packed up at the end of the event provided the following
have been met:- your chalet and surrounding area must be kept and left clean and tidy with all refuse and
litter placed in bags and taken to the compounds provided or removed from site. Traders must not use
the bins in the event area; you must remove all fixtures and fittings, including screws, nails, hooks etc
from the chalets; door keys to be returned prior to leaving site; chalets signs to be left in place;
compliance with trader parking restrictions; all additional terms and conditions.
Application Process
Please complete the application form fully and return to: Charlotte Cobley, Belvoir Castle, Leicestershire,
NG32 1PE || Email: hello@eighteenmarketing.com marketing@belvoircastle.com
For food sellers please enclose your Food Hygiene Certificate and for all traders include a copy of your
current risk assessment, public liability insurance, our signed terms and conditions and photographs.
The closing date for applications is Friday 30th October. Successful applications will be confirmed by
email no later than Thursday 5th October and an immediate non-refundable deposit of £150 will then
be required to secure your place.
Your confirmation email will provide you with our bank details to make the deposit payment by BACS.
Your trader information pack which will include your invoice and event arrival and set up details will
be sent out during November and final balances are payable 8 weeks before the event. This can either be
paid by BACS or Cheque.
Checklist for documentation to be submitted with application: Please note:
Application form Please attach photographs of your
products/display to support your
Signed Terms & Conditions
application. Unfortunately, we
Completed Risk Assessment cannot consider any application
Public liability insurance without photographs attached.
Food Hygiene Certificate Links to websites and emailed
pictures will not be accepted as
Signage trading name we review all applications in
Photographs paper format.
Terms and Conditions (page 1 of 2) Please send your application form and all relevant documentation to Charlotte Cobley Belvoir Castle Leicestershire NG32 1PE. Email marketing@belvoircastle.com by Friday 30th October 2020. Confirmation of acceptance of your application will be made by 1st October 2020 and any unsuccessful applications will be notified at the same time. For successful applications, a non-refundable deposit of £150 per weekend will be immediately payable. If you fail to pay the balance by the due date of 9th October 2020 you will forfeit your deposit and your space will be re-allocated. We will require written notification of any cancellation of participation in the event a minimum of 8 weeks prior to the event start date. You will still be liable for any outstanding balances due until such time as we are able to re-allocate your stand and have received payment in full. Deposits are non-refundable. We may take into account any exceptional circumstances. You agree to pay a security bond in cash of £100 (on arrival) which will be returned to you after the event subject to compliance with the following:- your chalet and surrounding area must be kept and left clean and tidy with all refuse and litter placed in bags and taken to the compounds provided or removed from site. Traders must not use the bins in the event area; you must remove all fixtures and fittings, including screws, nails, hooks etc from the chalets; door keys to be returned prior to leaving site; chalets signs to be left in place; compliance with trader parking restrictions; all additional terms and conditions. Set up will be between 9am and 5pm on Thursday 26th November and 6am and 8:30am on Friday 27th November. 9am and 5pm on Thursday 3rdth & 10th December and 6am and 8:30am on Friday 4th & 5th December. To ease congestion on the site during set up we will allocate a time slot to you which will be advised in your trader information pack. You must be set up and have vehicles removed from the trading area no later than 10:20am on each event day ready for the event to be inspected at 10.30am prior to opening. You must not drive or park on any of the plastic flooring at any time. Your chalet must be staffed/attended at all times during the event opening hours. All traders must breakdown and clear the site following the end of the event on whichever Sunday you are leaving the event. All vehicles must be parked in the designated trader area, with the exception of disabled badge holders. Your badge must be current and clearly displayed in your windscreen. Any vehicle parked in the public parking area will result in the forfeit of your security bond and may result in your removal from the event without refund. Vehicle passes, which will allow you to gain access to the without charge during the event, will be handed out during the event set up from our on-site office and on receipt of payment of the security bond. These must be displayed on your vehicle windscreen at all times whilst on site. You are expected to provide your own tablecloths/dressings and we encourage all chalets to take part in the ‘best dressed’ stall and keep high standards of the appearance of your stall throughout the events. No exhibitors will be permitted to extend beyond the boundary of the chalet that they have booked. If you need to restock your stall during trading hours this must be done from the trader’s car park. Please ask one of our staff on the day if you require assistance. Please note that whilst we are happy to help when able to do so, our staff are there to manage the whole event and should not be considered additional staff for your exclusive use – please plan accordingly. No vehicles will be allowed onto the trading area during the advertised opening hours. We expect that cars will be allowed on to the trading area approximately 30 minutes after the close of the event. However, this will be at the discretion of our
staff, who will decide when it is safe to do so. For health and safety reasons you must not bring any
vehicle on to Lodge Hill at any time until given permission to do so by a member of our staff.
You must adhere, at all times, with all rules, regulations and laws as required by the local auth ority, fire,
health and safety and food hygiene departments, and there will be inspections prior to and during the
event to determine that these requirements are met.
Any electrical equipment used needs to be PAT tested with a current certificate or you will not be
permitted to use it whilst on site. Gas and electrical heaters are not permitted, along with kettles and
high electricity usage items, this is due to the amount of electricity available and to ensure no chalet is
over-using the available wattage.
Belvoir Castle accept no liability for loss or damage to any of your stock or belongings (including
vehicles) or any loss of earnings before, during or after the event, howsoever caused.
In the unlikely event that the Christmas Market is cancelled (wholly or in part) due to adverse weather or
for any health and safety reasons, no refunds will be offered. We strongly advise all exhibitors to take out
event cancellation insurance to cover their costs. Our refund policy due to COVID19 is exceptional and
if the event is cancelled due to a lockdown within the area, some costs may incur but where possible full
refunds will be given.
There will be times, particularly during the set up and break down where there will be an element of
congestion. Belvoir Castle staff will be on hand to deal with any issues that arise and all that we ask is
that you exercise patience.
In all operational matters with regard to the event, representatives from Belvoir Castle will have final
adjudication, excepting any required actions resulting from the inspections carried out by local
authority, fire, health and safety and food hygiene departments. Any and all queries must be directed to a
member of the Belvoir Castle staff.
Any company or individual in breach of any of these terms and conditions may be refused entry to the
event or instructed to leave during the event. In this instance your stall rent will not be refunded.
Finally, these terms and conditions are put in place in order that the event can be organised safely and
efficiently for all concerned - they are for your benefit!
Please sign and date the form below to confirm your acceptance of these terms and conditions and return
with your completed application form.
*I confirm that I accept and understand these terms and conditions and agree to abide by them.
Print name Company
Signature DateFor sellers of any food/drink products please also sign below to confirm that you are registered with your
local council and provide details. You must include a copy of your “scores on the doors” or food hygiene
certificate.
*I confirm that I am registered with my local council to sell food/drink products
Name of council
registered with
Print name Company
Signature Date
*When signed by an individual on behalf of a company/organisation, the individual,
company/organisation and all their representatives are deemed to be bound by the terms and conditions
as outlined. Please ensure that all of your staff/representatives are aware of these terms and conditions.
RISK ASSESSMENT
GENERAL RISK ASSESSMENT
PERSONS AT LEVEL OF RISK ACTION TAKEN TO MINIMISE
HAZARD
RISK LOW/MEDIUM RISKFIRE ASSESSMENT
PERSONS AT LEVEL OF RISK ACTION TAKEN TO MINIMISE
HAZARD
RISK LOW/MEDIUM RISK
ELECTRICAL ASSESSMENT
All electrical equipment must carry a current PAT certificate
PERSONS AT LEVEL OF RISK ACTION TAKEN TO MINIMISE
HAZARD
RISK LOW/MEDIUM RISK
DECLARATION
NAME OF APPLICANT:
RISK ASSESSMENT CARRIED OUT BY:
I certify that I have carried out the above risk assessment, identifying suitable actions to the best of my
ability.
Signature of the above named ………………………………………………. Date …………………..You can also read
