Stalls Terms & Conditions

ZAMBEZI FEST STALL TRADER TERMS & CONDITIONS

All traders must be fully set up and ready to operate by 10:00 am on Friday, 22nd August. The festival will be open to the public from 12.00pm on Friday, and 9.00am on Saturday, and Sunday, traders are required to operate on all three days. Please note that stallholder vehicle movement within the venue may be restricted once the festival officially opens.

Set-Up and Trading Schedule:

  • You can access the venue from 12:00 PM on Thursday, 21st August
  • Stalls must be set up by 10:00 AM on Friday, 22nd August and all vehicles must be removed from the main arena.
  • Traders must remain on-site until: 11:00 PM on Sunday, 24th August
  • The site must be vacated by 12:00 PM on Monday, 25th August and left clean and free of any rubbish or debris, failure to do so may result in the refusal to participate in future festivals.

Parking & Vehicle Movement

  • Dedicated parking will be allocated to stallholders for the festival duration.
  • Vehicle movement may be restricted within the venue once the festival is open.

Documentation Checklist

To comply with safety regulations and festival policies, traders must submit the following documents before accessing their pitch. These documents ensure compliance with health, safety, and legal standards and may be subject to inspection by authorities.

Required Documents (Where Applicable):

Gas Safety Certification – Required for gas-powered cooking equipment.
PAT Testing Certification – Required for traders requesting electrical supply.
Fire Retardancy Certification – Required for tented structures used for trading.
Risk Assessment – May be included within other safety documentation.
Health & Safety Policy Document – Required for businesses with five or more employees.
Fire Risk Assessment – Mandatory for all traders.
Fire Equipment Service/Check Records – If not included in other documentation.
Food Hygiene Certificate – Required for all food stalls and food-related businesses.
COSHH Assessments/Sheets – Required if chemicals are stored or used on-site.
Public Liability Insurance – Mandatory for all stallholders.
DBS Checks – Required for those working in children’s entertainment.

Submission of Documents

We strongly encourage traders to submit the above documents along with their application. However, we understand that some documents may not yet be available. If you cannot provide all required documents at the time of application:

  • Inform us of your progress.
  • Submit any outstanding documents as soon as they become available to the following email address - stalls@zambezifest.co.uk

Waste Management Terms & Conditions

1.0 Waste Responsibility

1.1 All stallholders are responsible for managing and disposing of their own waste in an appropriate manner.

1.2 If you require a wheelie bin, please book this with your stall booking.

1.3 Stallholders who have not paid for a wheelie bin must ensure that all waste generated at their stall is collected, bagged, and removed from the festival site at the end of each trading day.

2.0 Waste Disposal Guidelines

2.1 Waste must be securely bagged in strong, sealed refuse bags to prevent spillage.

2.2 Stallholders must not leave waste behind, dump waste in public areas, or use bins allocated to other traders or festival attendees.

2.3 Any food waste must be disposed of in a way that does not attract pests or create hygiene concerns.

3.0 Recycling & Sustainability

3.1 Stallholders are encouraged to separate recyclable materials such as cardboard, plastics, and glass where possible.

3.2 The use of biodegradable or compostable packaging is highly recommended.

4.0 Penalties for Non-Compliance

4.1 Repeated failure to comply with waste management rules may result in removal from the festival without refund and exclusion from future events.

5.0 Additional Waste Services

5.1 Requests for waste services must be made in advance through the festival organisers.

General Terms & Conditions

1.0 Product & Service Approval

1.1 The Organisers reserve the right to request the removal of specific products or services from a trader’s offerings due to sole supplier agreements or the nature of the product/service.

1.2 Once trading approval is granted, traders will be sent a link to a booking form where the payment of stalls and other services will be provided.

2.0 Compliance & Standards

2.1 All goods and services must align with the agreement made with the Zambezi Fest Organisers.

2.2 All goods and products must comply with British Trading Standards.

2.3 Any food products sold must adhere to Food Standards Agency policies (www.food.gov.uk/policy-advice).

2.4 The Organisers reserve the right to remove any goods that breach the agreement or are deemed inappropriate.

3.0 Trading Requirements

3.1 Traders must print their Stall Holder confirmation email and prominently display this within their stall at all times while operating.

3.2 Traders must comply with any additional requirements agreed upon with the organisers of the festival.

4.0 Breach of Agreement

4.1 Any trader found in breach of their agreement may have it revoked without refund and will be required to leave the event immediately.

5.0 Unauthorised Trading

5.1 Anyone found trading without a valid stall booking will be stopped and asked to leave the event.

6.0 Facilities & Equipment

6.1 Zambezi Fest does not provide traders with tables, fittings, fixtures, or electrical points.

7.0 Prohibited Items

7.1 The sale or distribution of political material is strictly prohibited.

8.0 Food Business Information

8.1 All food traders must submit the following information at least one month before the event:

  • Registered name of the food business.
  • Name of the Food Business Operator (FBO).
  • Address where the mobile unit is kept overnight.
  • Local Authority registration details.
  • Primary contact phone number.
  • Food Hygiene Rating Scheme Certificate.

9.0 Right of Admission

9.1 The Zambezi Fest Organisers reserve the right to refuse admission at their discretion.

Need Assistance?

We’re here to help! If you have any questions or concerns about the required documentation or festival policies, please contact us at:

📧 info@zambezifest.co.uk

Thank you for your cooperation and commitment to ensuring a safe, successful, and enjoyable Zambezi Fest for everyone! 🎉