Elderflower Fields Festival 2024 Bar Provider Information and Terms & Conditions

EVENT INFORMATION

Site Timings:

The Licensed hours are 11:00 – 02:00

Notes:

*1 – All pitches shall be fully completed and populated with equipment prior to 9am on Friday 24th May, ready for the mandatory Wealden Health and Safety Inspection. The pitch must be manned throughout the inspection period by the responsible person.

*2 – Bars shall ensure that their pitch remains ‘event safe’ until full site closure has been confirmed. No vehicle movement will be permitted on site until such times as the event management team instruct otherwise.

BAR APPLICATIONS

 All Bar applications must be received, fully completed by the deadline date of 31st December 2023.

• Applications accepted by the Promoter shall be confirmed within 7 days, accompanied by an invoice for the payment of the deposit, waste bond, and electricity connection (see Financial Arrangements below for further details)

PITCHES 

• Bars shall be responsible for the supply and installation of all structures, vehicles, trailers, tents, equipment, accessories, signage and other items required for their pitch.
• All pitches; structures and equipment shall be fit for purpose; be visually attractive; and meet all appropriate legislations and Health and Safety guidance. 
• Fully dimensioned layout drawings of the preferred pitch layout shall be provided with the application form, together with at least one photograph showing the public view of the pitch. 
• 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. 
• Communal seated areas for the consumption of food and drink are provided by the Promoter in some locations. Bars are however welcome to provide their own seated areas, by prior agreement with the Promoter. 

BAR MENU 

• Each Bar shall supply, on application, a copy of their intended sales menu. This shall be fully priced, and notated with additional information (for example Vegan,Veg, GF) We understand there may be changes in the run up and would ask that you keep us informed of any changes. 
• The Promoter shall seek to ensure that there is a wide range of options available across the site, and that no two bars are in direct geographical competition. 
• The Promoter shall also seek to ensure that their customers have menus available to them at a fair price across the site. 

SUNDAY 26th MAY

• The Promoter shall, as in previous years, be providing all ticket holders with a complimentary local produce picnic on the Sunday at 12:30pm. It is unlikely that this would constitute a full meal, and will not include any free alcoholic drinks, so many will still choose to enjoy food from the stallholders and drink from the bar during the picnic and on Sunday afternoon.
• There will not be any scheduled activities on the Monday of the festival, however people are able to stay until early Monday afternoon (all guests must leave by 2pm).

MEANS OF PAYMENT

• Bars are required to accept both cash and card payments
• Card terminals such as iZettle and Paypal have proved to work effectively on the site
• At the present time, no WiFi is available on site for vendors use, and all card payment systems must operate on standard 3/4/5G networks

ELECTRICITY

• All site electricity shall be provided by the Promoter, and no vendor shall utilise their own personal generator.
• Each Bar shall, where possible, at the time of application, notify the Promoter of their electrical requirements,  and book the appropriate electrical supply for their needs.
• The Bar 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 closing date of the festival.
• The Promoter will make an appropriate charge for the requested electrical connections, in line with the table of charges below.
• The vendors requirements and contact details will be shared with our site electrical contractor,  who may contact the Bar directly for further information or clarification.
• Electricity shall be available at all pitches no later than noon on Thursday 25th May.
• 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.

Electricity – Table of Charges

Notes:

*3 – Any requests for additional connections on site, or where it is found that the requested supply is insufficient for the vendors actual needs and a larger supply is required, shall be charged at a higher rate band.

Please note that we are unable to guarantee the provision of additional electrical supplies on site, where these have not been booked in advance.

WATER AND GREY WASTE

• The Promoter shall provide an adequate number of water points around the site, both in public facing and ‘back of house’ catering areas.
• Bars shall be responsible for ensuring that they have a robust means of supplying their pitch with water as required, but shall not utilise a direct connection to the site taps for this purpose.
• Grey waste shall be discharged into locally positioned IBC containers provided by the Promoter, and shall not be discharged into the land or water courses.
• In the event of any issue with the site water or grey waste provisions, these shall be notified immediately to the event management team.

WASTE MANAGEMENT, RECYCLING and ENVIRONMENTAL COMPLIANCE

• Bars shall be fully responsible for the control of waste generated by their business, and shall undertake to take steps to minimise the level of waste generated, including but not limited to supplier choice.
• Glass must be stored properly and safely so it can be removed without breaking.
• The Promoter has defined objectives for the removal of single use plastics from its business, and all vendors are to align to this. The use of plastic straws, and the sale of single use plastic drinks bottles are therefore prohibited
• 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.
• At front of house positions, Bars should provide a means of disposal for any waste immediately created by their customers.
• All waste and recycling produced by the stall holders must be bagged up properly in suitable bin bags strong enough for the amount and type of waste.
• If any waste whatsoever is left at your pitch or if it is not bagged up properly, the £100 waste bond will not be returned (see financial arrangements section).
• During the build and event phases the site waste management plans are adhered to, and that action is taken in a timely manner to address any waste issues highlighted by the event management team 
• Following the event, the Bar pitch and immediate area (including any back of house camping location) is left clean and tidy, with all waste correctly disposed of and/or removed from site 
• BAR CUPS
• Full details of our reuseable cup scheme will be provided separately. Bars may hire their own reusable cups and are responsible for managing this (our preferred supplier is Green Goblet) or may bring their own reusable cups. Single use plastic cups must only be used in emergency and should be biodegradable. Customers are    encouraged to bring their own reuseable cups to site for hot and cold drinks. We have a no glass onsite policy and bar providers must not hand out glass bottles to festival goers. Any product from a glass bottle must be decanted into a reusable cup. 

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 Bar 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 gas safety certificates, first aid qualifications, electrical test documentation, (and food hygiene certificates for those offering any food options) , shall be provided to the Promoter as required, and shall be available for inspection on site if requested.
• Risk assessments for Health and Safety and Fire shall also be provided on application and be available for inspection. These should be event specific.
• Structures, catering units, fridge trailers and other such items 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.
• Adequate fire fighting/prevention equipment shall be provided, to suit the needs of the pitch, and shall be tested and in-date (within one year of inspection). There should be a certificate or evidence of this.
• A first aid kit shall be provided by each bar, maintained in good condition, and recently checked.
• A suitable means of hand-wash/drying shall be provided by and for each bar, independent of any such facilities provided by the Promoter in public areas
• Refrigeration units shall be effective for their intended use, and compliant with food hygiene
• For any food provision, clear Allergen information shall be available to customers, along with full details of everything available on sale.
• Failure to comply with all necessary legislation, or to be able to adequately evidence such compliance, may result in a failure of the site safety inspections, and an inability to trade.
• Bar 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 shall be immediately communicated to the Production Office or a member of the site team.The Promoter shall, so far as is reasonably practicable take measures to ensure the overall security of the Elderflower Fields site. 

SECURITY

• Each vendor 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 Bar’s property or produce. 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.

TRADE PASSES AND STAFFING

• The Promoter will provide an agreed number of crew passes per stall holder. These must only be for staff working during the festival. This includes entry to the festival and overnight camping in the nominated crew camping areas. 
• The Bar shall be required to provide the names and contact details of those who will require the trade passes, and whether they will be staying overnight on the site.
• Live-in vehicle passes will also need to be requested in advance due to the limited number of spaces available.
• The business owner (and business partner if there is one) shall be entitled to complimentary crew passes for their partner and children. Additional crew family tickets may be purchased at a reduced cost through the ticketing system. Applications for the appropriate discount code should be received by the Promoter no later than 4 weeks prior to the event. 
• All staff are required to comply with site rules, and to act responsibly at all times whilst on site.  Bars 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.

CHALLENGE 25 POLICY

• There must be a DPS (designated premises supervisor) onsite at all times. Staff must be fully aware of the licensing law and check ID to ensure noone under age is served alcohol.                   
• All Bar staff must be trained in the Challenge 25 policy. There must be physical evidence that the age verification is in place: 1) you must display a statutory Challenge 25 notice at each point of sale where alcohol is served 2) forms are to be completed by all staff where identification is required. Bars must be able to present this on request, should an issue arise.

ACCESS AND DELIVERIES

• Specific access arrangements for the build phase, and for staff arrivals shall be agreed in advance with each Bar provider.
• All bar staff, and their contractors/suppliers 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.
• All deliveries of stock, produce, other ingredients, or equipment required during the event phase shall be notified in the first instance to the event management team. 
• Staff from the Bar shall be available to take any such deliveries at the agreed time and location.

 FINANCIAL ARRANGEMENTS

Unless otherwise agreed in writing, the following fees shall be payable to the Promoter:

 **** PLEASE NOTE THAT WE AS WE ARE CURRENTLY LOOKING AT EFFICIENCY WITH PAYMENTS, WE MAY CHANGE THE WAY PAYMENTS ARE MADE (INC LOOKING AT A NEW POS SYSTEM). THE PERCENTAGES WILL REMAIN THE SAME, HOWEVER, AND WE WILL INFORM YOU EARLY ON OF ANY DECISIONS ON THIS*****

Notes:

*1 – The deposit payment shall be non-refundable (unless otherwise agreed with the Promoter), but shall be deducted from the Trading Fee at the close of the event. 

*2 – The Waste Bond is charged as an up-front cost, but will be refunded by BACS to the vendors nominated bank account, or deducted from what is owed after the festival,  within 7 days of event close, provided that:

During the build and event phases the site waste management plans are adhered to, and that action is taken in a timely manner to address any waste issues highlighted by the event management team

Following the event, the Bar pitch and immediate area (including any back of house camping location) is left clean and tidy, with all waste correctly disposed of and/or removed from site

*3– Bars will be required to provide a full set of z-readings, from all sales, at the close of the event 

If you have any queries about the application process, please email us: 

foodanddrink@elderflowerfields.co.uk