Terms & conditions for concession stalls
Please read the following Terms and Conditions and once complete, add your signature to the bottom of this document This constitutes acceptance of the Castle Christmas Market Terms and Conditions.
Applications
All applicants must complete the application form in full It’s in Nottingham (Nottingham BID Company Ltd), Nottingham City Council and its partners reserve the right to withhold pitch fees if the stall holder does not attend the event following application and without giving the stated notice
Positioning and allocation of concessions/stalls is at the discretion of both It’s in Nottingham and Nottingham City Council and its partners, whose decision is final. Spaces may not be sublet It’s in Nottingham, Nottingham City Council or its agents, reserve the right not to accept any or all applications
Operational
No concessions/stall will be allowed to place exhibits, boards, or structures of any description beyond the limits of the space allocated to the, nor in such a manner as to obscure/obstruct either the signs on the adjoining stall or the public footway
All concessions/stalls will be subject to checks by It’s in Nottingham, Nottingham City Council, or its partners
Concessions/stalls shall comply with current legislation and guidance, including but not limited to bylaws, Premises License conditions and the instructions of statutory agencies and similar All concessions/stalls must comply with all reasonable directions of It’s in Nottingham, Nottingham City Council and its agents to ensure the safe management of the event
If concessions/stalls wish to bring their own structure to the event please note, domestic type structures such as party tents and garden gazebos are inappropriate and not permitted Any structures must be of a good standard, clean and tidy appearance with no holes, rips, or tears visible and have suitable ballast Structures should be of a maximum 3x3m Pictures of your stall and gazebo should accompany your application
Concessions/stalls are not to exhibit, or permit to be exhibited, on any part of the site, any additional advertising boards, posters, notices, or other matter except with the written consent of Nottingham City Council or its agents
It is the responsibility of each concessions/stall to comply with safe systems of work; to erect and dismantle equipment in a responsible and safe working manner, determining a safe working zone and preventing unauthorised access to the work zone during the erection and dismantling of structures and similar
No goods shall be sold except those specified on the application All goods are subject to Trading Standards checks and should carry appropriate marks e g , CE mark as required No counterfeit or stolen goods are permitted to be sold at the event
Terms & conditions for concession stalls
It’s in Nottingham, Nottingham City Council, partners and its agents, will notify the Environmental Health Food Safety Section of all Food concessions/stalls and seek documentation regarding the preparation, hygiene, storage and serving of food
Where it is considered that risks are evident and not being effectively managed or addressed, your right to trade at the event may be withdrawn
Any concessions/stalls selling food with a score lower than four on the Food Rating Scheme will not be accepted at the event
All concessions/stalls selling food are required to display relevant food allergen information for customers
Food and beverage concessions/stalls may only use LPG gas, or an electrical power connection supplied by the organisers. No barbecue fuels such as charcoal, wood or petrol generators should be used on site without express permissions. Concessions/stalls must comply with legislation regarding smoke and odour emissions
When using LPG, all concessions/stalls must comply with Gas Safe regulations, which include ensuring all gas appliances have a current Gas Safe certificate
LPG cylinder connections should be kept as short as possible to conform to BS3212 and ensure that this is stored correctly Each concession may bring onto site one spare cylinder If you require more than one cylinder, these are to be stored off site and replenished daily
Nottinghamshire Fire & Rescue Service requires us to register all pressurised containers on the site If you require LPG gas cylinders, then please state this on your application form
Please note that we no longer permit single use plastic stirrers, drinking straws, plastic cutlery or Styrofoam food containers and cups at our events. Please ensure that you consider suitable replacements such as: Paper straws, wooden drinks stirrers, wooden cutlery, paper-based food containers
We also recommend that you consider use of cans rather than single use PET plastic drinks bottles and plastic free alternatives to coffee cups and lids
No glass bottles are to be sold over the counter for consumption at the event Drinks must be poured into suitable non-glass, containers
Sale of alcohol is not permitted without expressed consent from Nottingham City Council Any sale of alcohol is required to have transferred the DPS and to comply with the terms of Nottingham Castle’s Premises License A personal license holder is required to be always onsite during event opening hours
All food and beverage concessions/stalls are required to complete a Fire Risk Assessment
All electrical equipment should carry an up-to-date PAT certification
All firefighting equipment provided by the concessions/stalls should be tested annually in accordance with British Standard Code of Practice 5306; part 3 within the required period All concessions/stalls are expected to bring safety equipment e.g., Fire Extinguishers if appropriate Any equipment found to be inadequate or unsuitable must be replaced/re-certified prior to opening Concessions/stalls should not allow rubbish to accumulate and should be removed at regular intervals to designated points
Terms & conditions for concession stalls
Food (cont.)
Any fire, however slight, and whether extinguished or not, must be reported to It’s in Nottingham, Nottingham City Council its partners or agents on site
Adequate provisions should be made to prevent spillage of cooking oils and similar onto the surface of the square. Provision of protective flooring is to be provided by the concession/stall. Any residue oil staining or similar will be subject to a cleaning fee taken from the event deposit
Waste management
Fats/Oil must not be poured down the drains or on the ground but should be taken away from site and disposed of in the correct manner
Wastewater must not be poured down the drains or on the ground but should be taken away from site and disposed of in the correct manner
Concessions/stalls shall comply with the directions of Nottingham City Council, and its agents, as to the disposal/recycling of refuse and take all reasonable steps to keep the site and in the immediate vicinity of their pitch free from litter and in a proper condition At the end of each trading day, all trade waste must be placed in tied bin bags and deposited in the designated area as advised for collection/recycling
Electrical safety
No generators are permitted on site. Please make clear on your application if you require an electrical supply
If supplied by a concessions/stall, all distribution and cables must be sufficiently rated for the loads that they are carrying, and all external connectors must be suitable for outdoor use and be regularly tested
Concessions/stalls should comply with the ‘Electricity at Work Act 1989’ to ensure that all electrical equipment including light fittings, extensions and working tools etc. should be PAT certified annually for electrical safety and a certificate of compliance attached
It’s in Nottingham, Nottingham City Council, its partners, and its agents have the right to inspect any electrical equipment. Any equipment found to be inadequate or unsuitable must be replaced/re-certified prior to use
All relevant certification (e g , gas safety, electrical safety, fire safety etc.) must be forwarded prior to the event and should also be available for inspection at the event
Vehicles and parking
All vehicles are to follow the entry and exit routes and guidance by Its’ in Nottingham, Nottingham City Council, its partners, and its agents
No vehicles are permitted on-site during the event hours and outside of set up and close down hours
Terms & conditions for concession stalls
Vehicles and parking (cont.)
If you require a vehicle to remain on site, then this should be stated in the application form and will only be given with expression permission
Due to the number of concessions/stalls, you are requested to adhere to your stated arrival time onsite. There must be no overnight arrivals between 9pm and 8am or during the event operational hours
The onsite speed limit is 5mph Please note we operate a HAZOFF policy onsite to allow for the use of indicators to identify direction of travel and to identify any vehicle that has stopped more clearly As the event is taking place in the city centre, a heavy pedestrian footfall can be expected
All drivers are asked to note this and take due care and attention when driving on site
All vehicles except those from which trading is directly occurring or have been issued onsite parking permits, must be removed from the public area of the event 30-minutes before the event commences
All concessions/stalls requiring vehicle access will be restricted from leaving or gaining access to the event site until the official closing times each day. Any vehicle entering the site outside of the specified hours will be subjected to a penalty charge notice
Camping or overnight stays are not permitted
Whilst overnight security will be on site outside of trading hours, any items left on site during these times will be left at the responsibility of the trader
Adequate provisions should be made to prevent spillage of fuel oil from vehicles
Insurance
All concessions/stalls will be liable for any loss or damage to the fabric of the stall, any additional equipment provided by It’s in Nottingham, Nottingham City Council, or its agents and damage to the built environment
It’s in Nottingham, Nottingham City Council, its partners or its agents will accept no responsibility/liability for stock left on site or damage caused by weather conditions or similar
All concessions/stalls must have their own Public Liability Insurance to an appropriate value depending on the activity being staged For non-trading community and charity stalls, this is £2million and for all other concessions £5million cover is required
All concessions/stalls may also be required depending on the nature of their organisation to have
Employer Liability Insurance
All concessions/stalls must indemnify It’s in Nottingham, Nottingham City Council, its partners, and its agents against all losses, expenses, claims, and demands in respect of any accident, damage or injury to persons or property which may arise in consequence of the use of the site caused by their negligence
Terms & conditions for concession stalls
Payments
Payment of the stall fee must be made to It’s in Nottingham
Failure to pay the stall fee after Wednesday 4 October 2023 may result in cancellation of your booking
Refunds will only be permitted if notice of cancellation is given on or before Wednesday 1 November 2023 Refunds will not be given if concessions/stalls cancel on or after Thursday 2 November 2023
In the event of significant damage to the trading pitch, the concession/stall operator will be liable for all costs, either direct or via their insurance company
If the event has to be cancelled (for whatever reason), rearranged, interrupted or curtailed due to circumstances beyond the control of It’s in Nottingham, Nottingham City Council, its partners or its agents, the Council and its partners will not be liable to make good any loss incurred. Stall fees will be refunded in this circumstance
Declarations
I confirm that I am authorised to sign on behalf of the company and confirm that the information contained in this application form is correct to the best of my knowledge
I understand that if my application is approved, the terms and conditions shall be enforceable on the basis of the Terms and Conditions of the Castle Christmas Market
I hereby indemnify It’s in Nottingham, Nottingham City Council, its partners, employees, and agents, against any claim that may be made by anyone as a consequence of participation in this event
By submitting the application form, you agree to comply with the Terms and Conditions of the Castle Christmas Market and also abide by such other Regulations as may be made from time to time by It’s in Nottingham, Nottingham City Council and its employees or agents
Data protection
It’s in Nottingham and Nottingham City Council process personal data and may also share this data amongst the partnership where applicable. It will not be used for any other purpose. We may contact you for further information regarding the interactions and with details of other opportunities available For the purposes of the General Data Protection Regulation (GDPR), in terms of the information processed, the following parties are Data Controllers:
It’s in Nottingham (Nottingham BID Company Ltd) and its project delivery partners Nottingham Castle Nottingham City Council
Castle Christmas Market 2023
Terms & conditions for concession stalls
Declarations
I confirm that I am authorised to sign on behalf of the company and confirm that the information contained in this application form is correct to the best of my knowledge
I understand that if my application is approved, the terms and conditions shall be enforceable on the basis of the Terms and Conditions of the Castle Christmas Market
I hereby indemnify It’s in Nottingham, Nottingham City Council, its partners, employees, and agents, against any claim that may be made by anyone as a consequence of participation in this event
By submitting the application form, you agree to comply with the Terms and Conditions of the Castle Christmas Market and also abide by such other Regulations as may be made from time to time by It’s in Nottingham, Nottingham City Council and its employees or agents
Data protection
It’s in Nottingham and Nottingham City Council process personal data and may also share this data amongst the partnership where applicable. It will not be used for any other purpose. We may contact you for further information regarding the interactions and with details of other opportunities available For the purposes of the General Data Protection Regulation (GDPR), in terms of the information processed, the following parties are Data Controllers:
It’s in Nottingham (Nottingham BID Company Ltd) and its project delivery partners
Nottingham Castle Nottingham City Council
Name Signature
Position in business
Date