Lancaster Festa Italia: Sunday 19th September 2021 Stall Holders Information Pack
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Lancaster Festa Italia
Stall Holders Application Pack
Lancaster Festa Italia: Sunday 19th September 2021
Stall Holders Information Pack
Thank you for your interest in our third Lancaster Festa Italia event. This event is being produced by Lancaster
Business Improvement District (BID), on behalf of the businesses in Lancaster.
We would like to welcome you to this great historic city of Lancaster and hope that you will be able to join us for a full
day of Italian song, food, drink, dance and everything else Italian. There will be various activities across the city centre,
with market stalls all along the main streets as well as arts, crafts and entertainment throughout the day.
Lancaster BID is committed to supporting and promoting Lancaster as a destination, as well as the businesses who
operate here. We are looking to have a varied assortment of stalls at the event from food & drink to clothing and
goods all within the Italian theme, to ensure this event has something for everyone.
Please do not send any money with your application; should your application be accepted, we will raise an invoice and
send it to you shortly. The invoice is by way of acknowledgement of your booking and reserves your space at Lancaster
Festa Italia. Stall locations and further information will be issued nearer the time. Please note full payment of your
invoice must be made at least six weeks before the event, by 7th August 2021, unless otherwise stated. Non-payments
by this date will result in your reserved space being re-let. Should you require further information or wish to discuss
any aspect of the event please do not hesitate to contact the Lancaster BID office.
Before we get started, please be aware that Lancaster BID will be unable to provide the following:
▪ Equipment. Lancaster BID will be unable to provide any stall with any equipment for the event, including (but not
limited to) gazebos, tables, chairs, generators, power connections, stall weights etc.
▪ Power. Electricity points in the city centre are extremely limited and will be supplied on a first come, first served
basis. The majority of stalls will have no access to power of any kind from the event organiser. (This includes
lighting). Silent generators or other equipment will need to be obtained by the stall holder.
▪ Parking or parking expenses. Car parks can be found at: https://www.lancaster.gov.uk/parking/car-parks. All city
centre car parking requires payment either via cash or RingGo. If your vehicle is larger than a standard car parking
space, arrangements will have to be made with Lancaster City Council for the safe and legal parking of your vehicle
during the event. Lancaster BID will not reimburse any stall holder for parking expenses or parking fines and
vehicles cannot be left on the pedestrian areas in the city centre.
▪ Due to the popular demand of prime positions we will be doing a slightly different pricing structure this year so
costs will depend on where your stall is located.
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Stall Holders Application Pack
So far so good? Then let’s get started….
LANCASTER FESTA ITALIA STALL HOLDERS APPLICATION FORM
FOR OFFICE USE ONLY
Return completed forms to: Received (date):
Address: Lancaster BID, F1 City Lab, 4-6 Dalton Square, Lancaster, LA1 1PP
Or email: marketing@lancasterbid.org Invoice Number:
Queries: 01524 590650
Size of stand:
Lancaster BID Levy Payer Non Levy Payer Power Requirement:
3M X 3M Pitch Market £60.00 + VAT £115.00 + VAT
Street/Square Total Cost:
3M X 6M Pitch Market £95.00 + VAT £150.00 + VAT
Street/Square Levy Payer: Yes / No
3M X 3M Pitch £55.00 + VAT £105.00 + VAT
STAND NUMBER:
Cheapside
3M X 6M Pitch £90.00+VAT £140.00 + VAT
Cheapside
3M X 3M Pitch Church £40.00 +VAT £95.00 + VAT
Street
3M X 6M Pitch Church £75.00 +VAT £135.00 + VAT
Street
Electricity Extremely limited availability. Allocated on a first
come first served basis. Additional fee will be
required contact BID for details.
Vehicle Permission Non-standard pitches and vehicle pitches may be
allowed, please phone the office to discuss on 01524
590650. Additional fee will be required.
Please complete this application form in as much detail as possible. All sections
are required fields. Your application will not be processed if incomplete.
Company Name
Contact Name
Contact Number
Contact Email
Company Address
Company Postcode
Contact Number (for responsible
person on the event day)
Description/ Content of stand
Please state exact nature of business
including products
Stand Size Required 3M X 3M 3M X 6M
Location Market Street& Square / Cheapside / Church Street
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Stall Holders Application Pack
Lancaster BID Levy Payer YES NO
Electricity Required & what
type/how much
Total Cost £
Signed
Date (dd/mm/yy)
I am/We are applying for a stall as detailed above in accordance with Lancaster BID’s Rules and YES/NO
Regulations which I/we have seen and accept.
I/We understand that, should this application be successful, an invoice will be sent shortly, which YES/NO
must be paid in full by 7th August 2021, or my pitch may be re-allocated
I enclose a completed standard risk assessment as well as covid risk assesment YES/NO
I enclose proof of valid Public Liability Insurance (PLI) YES/NO
I enclose proof of valid Food Hygine Certificate (if applicable) YES/NO
PAT test certificate (if applicable) YES/NO
LANCASTER FESTA ITALIA RULES AND REGULATIONS
1. APPLICATION FOR SPACE
▪ Lancaster Festa Italia is for the sale and promotion of Italian products, including food, drink, clothing and other.
▪ The application form must be signed by the Exhibitor, or his/her representative, and the signature on the forms
shall be deemed to be the acceptance by the Exhibitor of these rules and regulations and his/her agreement to be
bound thereby.
▪ All goods sold on the exhibitor stalls must fit within the remit of the Italian theme. If your product is not by nature
Italian, you must comply with the theme of the event by using your display to celebrate the Italian theme of the
event, or decorate your stall in Italian coloured bunting/flags/other decorations.
2. OBSERVANCE OF REGULATIONS
▪ All Exhibitors, their contractors and employees, while at the Lancaster Festa Italia, shall be subject to the rules and
regulations of Lancaster BID as interpreted by Lancaster BID, and the stewards and officials appointed by them.
3. VEHICLE REGULATIONS
▪ Exhibitors using large mobile units should arrange to have these in position not later than 9.00AM on the day of
the event.
▪ All vehicles should be clear of the public areas by 10.00AM
▪ Any vehicles remaining in the city centre after 10.00am must form an integral part of an exhibit, and must be
authorised by Lancaster BID in writing prior to the event.
▪ This rule will be strictly enforced and any unauthorised vehicle found in the city centre without prior consent is
liable to be towed away without further warning.
▪ Lancaster BID will not accept any liability or responsibility for any damage caused.
▪ At the end of the event, vehicles will not be allowed into the city centre before the end of the event (7.00PM) and
potentially slightly later, if deemed too crowded to move vehicles through pedestrian areas.
4. TRADING STANDARDS
▪ The Lancaster BID team, stewards and officials shall have power to remove from the event, any Exhibitor or
itinerant vendor whose articles are not in accordance with the description given on the application form or the
standards that shall be determined by the stewards and officials.
5. WITHDRAWAL OR CANCELLATION OF RESERVED SPACE
▪ Where an exhibitor withdraws from the show or cancels the space reserved for him/her for any reason, all fees
due shall be forfeited and Lancaster BID reserves the right to re-let the space. Exhibitors are reminded that they
MUST pay their site fees at least 6 weeks before the show (27th July 2018); otherwise this will be regarded as
withdrawal/cancellation and the site re-let.
6. ALLOCATION OF SITES
▪ The allocation of stand space will be entirely at the discretion of Lancaster BID, although every endeavour will be
made to meet any request made by an Exhibitor regarding the position of his/her stand.
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Stall Holders Application Pack
▪ Boundaries of sites will be marked and in no circumstances will Exhibitors be allowed to occupy a larger space than
that allocated to them.
▪ All activity by the stall holder must be contained within the limits of his/her own stand including any promotional
A-boards or similar.
▪ The Exhibitor will be allocated a site by Lancaster BID and it will be a condition of Lancaster BID’s acceptance of
Exhibitor application for a site that the Exhibitor will take and accept the site allocated irrespective of its condition.
▪ The Exhibitor will be responsible for all damage to the site by him/her, his/her servants or agents, and hereby
undertakes to make good any such damage.
7. ELECTRICAL CONNECTIONS
▪ All applications for electricity must be made in advance via Lancaster BID. The number of electricity outlets in the
city centre is extremely limited and will be given on a first come, first served basis. Any vender expecting power on
the day of the event, who has not previously been granted electricity, will not receive any.
▪ It is the Exhibitor’s responsibility to ensure that his/her equipment complies with all current electrical regulations
and is PAT tested.
▪ PAT tested documents will be required in advance of the event. If this is not received stall locations with power
will be re-let
8. TIMES OF OPENING
• All trade stands must be open and staffed throughout the time the event is live to the public (11AM – 7PM)
9. FIRE PROTECTION
▪ It will be the responsibility of each Exhibitor to ensure that adequate fire precautions are provided, particularly in
the case where any heating or other similar appliance is used.
▪ Lancaster BID reserves the right to make further rules and regulations in respect of fire precautions, if and when
necessary.
▪ The Fire Risk Assessment Form provided with the application for entry to the event MUST be completed and
signed by the exhibitor if applicable.
10. NOISE
▪ Exhibitors must not use any loudspeaker apparatus, noisy engines or any other offensive practices to cause
annoyance to neighbouring exhibitors or the public.
▪ Generators must be the silent type, in appliance with city centre exhibitor rules
11. RESPONSIBILITY OF EXHIBITORS
▪ The Exhibitor will indemnify Lancaster BID in respect of all actions causes, claims losses proceedings or costs
incurred claimed or arising out of the use by the Exhibitor at the event or by his/her agents contractors employees
licensees or other persons being present at his/her request or with his/her concurrence for the purposes of the
event and the Exhibitor shall similarly be liable for all plant equipment, vehicles, stands, articles, goods or other
things of whatever kind or nature brought to the event for whatever purposes and the Exhibitor shall be liable
similarly for any matter arising out of the exhibition handling or housing of such exhibits and the conduct of the
exhibitor’s stand generally.
▪ Acceptance of this foregoing provision and the foregoing provisions generally shall be a condition precedent of
entry.
▪ All stalls serving food must provide rubber matting to go under their pitch to prevent any damage to the city
paving and streets.
▪ All stall holders must remove their rubbish at the end of the event and not leave it for the council to clear.
12. NON-COMPLIANCE WITH REGULATIONS
▪ Lancaster BID staff, the stewards and/or officials shall have power (whether exercised unreasonably or not) to
order the removal forthwith of any plant, machinery, vehicle, equipment, goods or any other thing of whatever
kind or nature either static or vehicular exhibited or brought on to the event for whatever purposes or to order the
stand of any Exhibitor to be closed forthwith if such Exhibitor does not or has not complied with any of these rules
or regulations or the direction of the stewards and/or officials or any other requirement properly to be observed
by any Exhibitor his/her employees contractors licensees or other persons being present at his/her request or with
his/her concurrence for the purposes of the event such requirements to include those of the General Law, the
Byelaws or any other requirements and the stewards and/or officials shall have in any circumstances the right to
expel forthwith any exhibitor or any other persons associated with him/her who has in any way infringed the rules
and regulations including the immediately foregoing provisions.
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Stall Holders Application Pack
13. H S E REGULATIONS / LICENCES
▪ Exhibitors are reminded to ensure they are fully conversant with and comply with all current Health and Safety
regulations as well as any Covid regulations still in place, particularly with respect to equipment and public safety.
The Risk Assessment Form provided with the application for attendance at the event MUST be completed and
signed by the exhibitor.
14. CANCELLATION OF THE EVENT
Lancaster BID reserves the right to cancel at any time and for any reason the Italian Festa held in Lancaster City Centre,
giving at least 24 hours’ notice of cancellation to the Exhibitor or Trade Stand Holder except in the case of the
cancellation being due to fire, flooding, civil commotion, Act of God or riot, in which case notice given verbally or
otherwise, by any representative of Lancaster BID shall be deemed sufficient. If Lancaster BID decides to cancel the
event, the Exhibitor or Trade Stand Holder will be repaid his/her entry fee, and Lancaster BID will not be responsible
for any financial, trading or other loss of whatever kind incurred by the Exhibitor or Trade Stand Holder.
15. VACATING THE EVENT
▪ Exhibitors must clear their sites as quickly as possible at the end of the event.
▪ Lancaster BID will not be held responsible for any damage caused to items moved after this time.
▪ Exhibitors will be held responsible for all fire and accidental damage caused by them, their servants or agents or
others and therefore exhibitors should insure not only as regards to their own property, but also against third
party claims, for both fire and accidental damage.
LANCASTER FESTA ITALIA RISK ASSESSMENT GUIDELINES
All stall holders are required to complete the form overleaf. Using the guidelines shown below please consider what
risks there are to those building up stalls and to members of the public during the event. Outline the steps you
propose to take to minimise those risks in the table overleaf. Please copy this page if more space is required.
HAZARD WHO MIGHT BE HARMED IS MORE NEEDED TO CONTROL
THE RISK
▪ Look only for hazards which you could ▪ There is no need to list ▪ For the hazards listed, do the
reasonably expect to result in individuals by name – just precautions already taken
significant harm under the conditions think about groups of people
in your workplace. Use the following doing similar work of who may
examples as a guide. be affected, e.g.
▪ Slipping/tripping hazards ▪ Office Staff, Maintenance ▪ Meet the standards set by a
▪ Chemicals (e.g battery acid) Moving Personnel, Contractors legal requirement?
parts of machinery (e.g Blades) ▪ People sharing your work place ▪ ∗ Comply with a recognised
▪ Pressure systems ▪ Operators industry standard?
▪ Vehicles (e.g. fork-lift trucks) ▪ Cleaners ▪ ∗ Represent good practice?
▪ Electricity ▪ Members of the public ▪ ∗ Represent risk as far as
▪ Dust (e.g. from grinding) ▪ Pay particular attention to:- reasonably practicable? Have
▪ Fumes (e.g. from vehicle engines) ▪ Staff with disabilities you provided:
▪ Manual handling ▪ Visitors ▪ ∗ Adequate information,
▪ Noise ▪ Inexperienced staff instruction or training?
▪ Lone workers – they may be ▪ ∗ Adequate systems or
more vulnerable. procedures? If so, then the
risks are adequately controlled,
but you need to indicate the
precautions you have in place.
Where the risk is not
adequately controlled, indicate
what more you need to do (the
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Stall Holders Application Pack
‘action list’).
▪ Fire hazard e.g. combustible materials As above. ▪ Means of escape; fire
(rubbish, flammable substances, LPG detection and alarms. Fire
etc) and ignition sources (flames, fighting equipment and fire
smoking etc) evacuation plan
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LANCASTER FESTA ITALIA 2021 RISK ASSESSMENT FORM
Company Name:
Address:
Responsible Person: Print Name: Authorised Signatory:
Date Assessment undertaken:
Authority where food business is Products to be exhibited:
registered:
Food Hygiene Rating:
Public Liability Insurance Insurance Company: Policy No:
Sum Insured: £ Expiry Date:
HAZARD HAZARD SEVERITY HAZARD PROBABILITY PERSONS AT RISK CONTROLS TO
RATING* RATING** MINIMISE RISK
*Hazard Severity Rating: 1 – Negligible (remote possibility of harm) 2 – Marginal (slight injury, minor first aid) 3 – Slightly dangerous (some injury, not too serious) 4 –
Dangerous (serious injury or damage) 5 – Very dangerous (could cause death or widespread injuries) **Hazard Probability Rating: 1 – Improbable (unlikely to happen) 2
– Remote (may occur at some time) 3 – Possible (likely to occur at some time) 4 – Probably (very likely to occur) 5 – Very probable (very likely to occur soon)
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Stall Holders Application Pack
LANCASTER FESTA ITALIA FIRE RISK ASSESSMENT FORM
Company Name
Operational Activity (please indicate which description most reflects the activities of your stand)
Retail Outlet Static Display Demonstrati Catering
ons Outlet
Hazards associated with above activity: please tick the following if the hazards will form part of your stand
during Lancaster Festa Italia
LPG Dry Dry Hot Surfaces Food Heat &
Combustibles Preperation Ignition
Sources
Highly Electrical Machinery Dangerous Other
Flammable Equipment Overcrowding
Who will be responsible for Fire Safety Management within your stand?
Name: Contact number:
Fire Plan/Raising the Alarm. Do you have an Emergency Evacuation Procedure with an appropriate YES/NO/N/A
means of raising the alarm, i.e. shouting, claxon.
Are all staff aware of this procedure and how to raise the alarm? YES/NO/N/A
Fire Extinguishers. Are there sufficient extinguishers of the right type available and identified with a YES/NO/N/A
sign stating ‘Fire Point’? Are all staff aware of the types of extinguishers available and their
operating instructions?
Any temporary structure (i.e. marquee) over 6.5m in length or depth must have an alternative fire YES/NO/N/A
exit with the appropriate Fire Exit sign prominently displayed overhead.
Fire Exit Routes. Will all Fire Exit routes be clear of obstruction internally and externally at all times? YES/NO/N/A
This is a requirement for compliance with Fire Safety regulations and the nominated member of YES/NO/N/A
staff to oversee Fire Safety must ensure Fire Exits ARE kept clear of obstructive items at all times.
Combustible Materials/Flammable Substances/Hazardous Materials. Are combustible materials kept YES/NO/N/A
to an absolute minimum and where combustible materials are retained are they appropriately
stored away from sources of ignition?
Signature of responsible person (must be authorised company signatory)
………………………………………………………………………………………………………………….
Date
…………………………………………………………………………………………………………………
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