Elderflower Fields 2024 Activity Provider Terms & Conditions

EVENT INFORMATION

SITE TIMINGS

Notes:

* Activity Providers shall ensure that their pitch remains ‘event safe’ until full site closure has been confirmed on Monday 27th May. No vehicle movement will be permitted on site until such times as the event management team instruct otherwise. This will not be before 4pm at the very earliest.

ACTIVITY PROVIDER APPLICATIONS

All activity provider terms and conditions applications must be received, fully completed by the deadline date of 15th January 2023. 

ACTIVITY PITCH

• Activity providers are fully responsible for the supply and installation of any structures, equipment, signage and other items required for their activity unless otherwise agreed.
• All pitches, structures and equipment shall be fit for purpose, be visually attractive, and meet all appropriate legislations and Health and Safety guidance. 
• The Promoter shall provide a pitch of suitable size and location for you based on the information given, and in consideration of site infrastructure availability, topography, accessibility and to meet our customer needs/footfall.

ELECTRICITY

• All site electricity shall be provided by the Promoter and no activity provider shall utilise their own personal generator.
• Each activity provider must, at the time of application, notify the Promoter of their electrical requirements and book the appropriate electrical supply for their needs.
• The activity provider is responsible for ensuring that all electrical equipment is fit for purpose for the intended location and environment and has been suitably PAT tested within the period 12 months prior to the last day of the festival.
• The assistance of the site electrician shall be requested at all times through the Production Office during the site build, event and break phases.
• Requests for electrical assistance or information ahead of the event should be directed to the Promoter.
• For any requests for additional connections on site, or where it is found that the requested supply is insufficient for the activity providers actual needs and a larger supply is required, there will be a charge. See Table of Charges below.
• Please note that we are unable to guarantee the provision of additional electrical supplies on site, where these have not been booked in advance.

Electricity – Table of Charges

WASTE MANAGEMENT, RECYCLING and ENVIRONMENTAL COMPLIANCE

• Activity providers are encouraged to bring their own reusable water bottles and cups for hot drinks.
• There is a no-glass on site policy. Please ensure you and your crew do not bring any onto site.
• Site waste management plans shall be adhered to at all times and waste and recycling facilities provided by the Promoter shall be fully utilised for the control and disposal of their generated waste.

HEALTH AND SAFETY

• The Promoter shall, so far as is reasonably practicable, take measures to ensure the overall Health and Safety of the Elderflower Fields site, its staff, contractors, guests and other attendees. However;
• Each activity provider / organisation is fully responsible and accountable for compliance of their business, staff, contractors and guests with Health and Safety legislation, other applicable regulations and site rules.
• Evidence of compliance, such as first aid qualifications, electrical test documentation etc. shall be provided to the Promoter as required and must be available for inspection on site if requested.
• Risk assessments for Health and Safety, including Covid-19 and if applicable Fire must also be provided and available for inspection.
• All structures and equipment shall be fit for purpose, structurally sound and correctly installed.
• Electrical equipment and installations shall be fully compliant with the latest regulations and suitable for the environment in which it is to be used.
• Activity providers shall immediately respond to, and co-operate with, any request or instruction from the Promoter in regards to Health and Safety.
• In the event of a query, concern, or issue with regards to Health and Safety, this should be immediately communicated to the Production Office or a member of the site team.

SECURITY

• The Promotor shall, so far as is reasonably practicable, take measures to ensure the overall security of the Elderflower Fields site. However:
• Each activity provider / organisation is solely responsible for the immediate security of their own pitch, including but not limited to all money, property, equipment and goods.
• The Promoter shall not be liable for any loss or damage, consequential or otherwise to any activity providers property.
• Activity providers shall immediately respond to, and co-operate with any request or instruction from the Promoter in regards to security.
• In the event of a query, concern, or issue with regards to security, this shall be immediately communicated to the Production Office or a member of the site team.

CREW PASSES AND STAFFING

• The Promoter will provide crew passes to activity providers and their staff. This includes entry to the festival and overnight camping in the nominated crew camping areas.
• The activity provider shall be required to provide the names and contact details of those who will require Crew Passes. It is the activity providers responsibility to ensure all staff names are loaded into Eventree well in advance of the festival and that crew tickets are issued. 
• Live-in vehicle passes will also need to be requested and booked in advance due to the limited number of spaces available. Crew Live-in vehicle passes carry a charge of £20 per pitch plus booking fee and will not be in the same area as crew in tent this year. 
• Additional crew family tickets may be purchased at a reduced cost through the ticketing system unless otherwise agreed. Applications for the appropriate discount code should be received by the Promoter no later than 10 weeks prior to the event and are subject to ticket availability.
• All activity providers staff are required to comply with site rules, and to act responsibly at all times whilst on site.  Activity providers are responsible for ensuring that all of their staff members are welcoming, friendly, professional and honest. As Elderflower Fields is a family festival it is, in addition, essential that staff are able to relate positively to children.
• The Promoter reserves the right to revoke the access pass of any member of staff, or their guest(s), found to be unsuitable for work on the site, or who is in breach of the site rules.
• Activity providers need to ensure that all of their staff members are CRB/DBS and have read the EF Safeguarding and Child Protection Policies and Procedures document.

ACCESS AND DELIVERIES

• Specific access arrangements for the build phase and for staff arrivals shall be agreed in advance with each activity provider.
• Activity providers and their staff shall at all times comply with the site driving rules, and instructions provided to them on site by the event management team and their delegated staff.
• No vehicles are allowed on the festival site after the event opens, unless by prior agreement with the event management team. Under such circumstances each request shall be considered and actioned on a case by case basis.

SITE GUIDE AND SAFETY INDUCTION

• All activity providers will be provided with a copy of the Site Guide & Safety Induction document prior to the event. It is a condition of entry that you sign a declaration confirming that you and all members of your team have read and agree to the contents of the document.
• The Site Guide forms part of your contract with the festival and contains important rules and welfare information.

If you have any queries about the application process, please email alex@sosussex.co.uk