Stall Type & Pricing:

 

Option 1. The Events Barn & Indoor Marquee
4ft x 2ft Table/Rail Space = SOLD OUT
6ft x 2ft Table/Rail Space £65 x 3 Days = Total: £195
12ft x 2ft Table/Rail Space £110 x 3 Days = Total: £330

 

Option 2. Open-Ended Indoor Marquee
6x3m Space: £110 x 3 Days = Total: £330
6x6m Space: £180 x 3 Days = Total: £540
6ft x 2ft Table/Rail Space £55 x 3 Days = Total: £165
12ft x 2ft Table/Rail Space £90 x 3 Days = Total: £270

The open-end marquee will have the front of it open to create a walkway to the outdoor area which will be lit. The walkway will have festoon lights and matting to create a magical experience. The open-end marquee can be sectioned off to create larger space for individual traders we can make 3x6m Spaces or 6x6m Spaces. The inside of the marquee will also be lit with fairy lights.

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All indoor stalls can select to have the relevant table(s) (all tables are/should be 2ft deep) and a chair provided at no additional cost (subject to availability). Available to select in the application form. If you require clothing rails, please bring your own, these cannot be provided.

 

Option 3. Outdoor: Gazebos & Food Vans
3x3m Retail Gazebo (Bring Your Own) £75 x 3 Days = Total: £225

3x3m Hot Food/Drink/Alcohol Gazebo (Bring Your Own) £80 x 3 Days = Total: £240

3x6m Hot Food/Drink/Alcohol (Bring Your Own) £140 x 3 Days = Total: £420
Vans Under 6m £120 x 3 Days = Total: £360

Vans Over 6m £180 x 3 Days = Total: £540

Please note all outdoor stalls will not include table(s) and a chair, please bring your own if needed.

If your food/drink van exceeds 6m you'll be subject to additional fees. 

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Other Information:

Set-Up Times:
Day Before Set-up (Thursday 14th November 2024): Access between 2 PM - 6 PM.
1st Event Day (Friday 15th November 2024): Set up from 11 AM onwards.

Food Vans & Outdoor Gazebos will receive an additional logistics plan closer to the time to ensure a smooth and safe setup, making the process of getting vehicles and structures into place as seamless as possible.

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We are unable to provide any indoor or outdoor power at this event. Please ensure all your equipment is fully charged beforehand and don't forget to bring portable power as backup.

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We kindly request that everyone is at their stands and ready 30 minutes before the event opens to the public each day. No one must start packing up early, as our goal is to create a seamless and enjoyable experience for all. The official opening time to the public will be:

 

Opening Dates/Times:
Friday 15th November: 4 pm - 8 pm
Saturday 16th November: 9.30 am – 4 pm
Sunday 17th November: 9:30 am - 4 pm
 

For event enquiries, please email: events@rutlandcreative.co.uk

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Please make sure to attach all necessary documents to your application otherwise your application won't process. List of documentation you will need to complete your application:

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Public Liability Insurance:
All traders are required to submit a valid copy of their public liability insurance certificate for a minimum of £1 million. Hot food vans and similar setups must have at least £5 million in coverage. Be sure to check with your insurance broker to confirm you have adequate coverage for your specific type of stand.

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Risk Assessment:
It's important to outline any potential risks and how to minimise them from happening.
When it comes to ensuring a safe and smooth event, being proactive with your risk assessment is key! Identifying potential hazards like stands toppling over or merchandise falling can help you prevent accidents before they happen. Here are some essential prevention steps to keep in mind:

1. Secure Stands: Make sure all stands are properly secure.

2. Item Placement: Keep items away from the edges to prevent them from falling.

3. Trip Hazards: Avoid trip hazards.

4. Table Stability: Ensure your table is sturdy and level when setting up.

Please view the attached template here as a guide.

 

Logo & Pictures:
We would love for you to attach your logo and product pictures so we can promote your business on our social media and let everyone know to expect you at #TRBCM. We adore giving a loud shoutout to all our wonderful stallholders!

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Product Liability (If Applicable)
Gas Safety Certificate (If Applicable)
COSHH (If Applicable)
Generators Certificate by IEE Regulations (If applicable)
PIEHO Food Safety Registration (If Applicable)
Food Hygiene Certificate (If Applicable)

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Once you receive confirmation of your acceptance via email, payment must be made within two days to secure your spot.

 

 

Terms & Conditions:

Please read carefully​

1. Application.
   To simplify the application process, ensure all your documentation is current and complete. Use our streamlined online form to upload all necessary documents. For instance, your public liability insurance should be valid for the event date to prevent application rejection. Remember, event organisers may request additional documentation if needed. Accepting your application doesn't guarantee a space or facility at the event, as we reserve the right to decline applications without explanation. Clearly describe all items you plan to display, sell, or promote on the application form for smooth processing.
    

2. Payment.
   Full payment via BACS or credit/debit card is essential within 2 days of being notified of your successful application to secure your stall/space. Please note that, unfortunately, refunds cannot be provided for cancellations made by the trader. In such cases, the event organisers reserve the right to re-sell the trade pitches to other traders.
    

3. Cancellation.
   The event organisers regret that no refunds will be made should the event be cancelled due to reasons beyond their control. However, they assure you that every effort will be made to avoid such circumstances. In the unlikely event that the event is postponed or abandoned for reasons beyond their control, the event organisers shall not be liable for any expenditure, liability, damage, or loss sustained or incurred by the trader.
    

4. Hours of Trading & Set-up Times.
   Day Before Setup (Thursday 14th November): Access between 2 PM - 6 PM. On the Day: Setup from 11 AM onwards. Please be at your stalls and ready to trade at least 20 minutes before the event opens to the public. Traders must continue trading until the advertised finishing times for public safety. On the last day of the event Sunday 17th November, please don’t start packing up or bring any vehicles onto the market until all members of the public have left the site. The site must be vacated by 7 PM on Sunday 17th November 2024. Event organisers reserve the right to change these timings and operational hours without notice.
    

5. Subcontracting Stalls.
   Subcontracting stalls or part of stalls is not permitted. We want to ensure a vibrant and cohesive experience for everyone involved.
    

6. No Exclusive Rights.
   The granting of trade space does not guarantee the trader any sole rights. In cases where there is an overlap in types of stalls, the location of stalls will be allocated at the discretion of the event organisers. Please note, that there will be no guarantee of specific positions.
    

7. Staff.
   All traders must provide an adequate number of staff for the operation of their trading area and ensure compliance with all statutory employment obligations. It's essential to have a well-staffed team to keep everything running smoothly and to provide top-notch service to customers.
    

8. Insurance & Liability.
   The event organisers shall not, under any circumstances whatsoever, be liable or responsible for:
   Any damage, loss, theft, or destruction of any goods, equipment, or property belonging to the trader or for which the trader is responsible.
   Any damage or injury suffered by the trader, or their servants, agents, guests, visitors, customers, or any other person.
   The trader shall be liable for all loss, damage, injury, expenses, and costs, however caused, to any person or property, in any situation whatsoever, by the trader, their servants, or agents.
   Traders must ensure they are adequately insured. All traders are required to submit a valid copy of their public liability insurance certificate for a minimum of £1 million. Hot food vans and similar setups must have at least £5 million in coverage. Be sure to check with your insurance broker to confirm you have adequate coverage for your specific type of stand. Additionally, a risk assessment for your stand must be attached. The following documentation, if applicable to you, is also required and must be up to date at the time of the event: Product Liability (if applicable), Gas Safety Certificate (if applicable), COSHH (if applicable), Generator Certificate by IEE Regulations (if applicable), PIEHO Food Safety Registration (if applicable), Food Hygiene Certificate (if applicable).
   Ensuring proper insurance and documentation not only protects you but also contributes to the smooth and safe operation of the event.
    

9. Statutory Requirements.
   The trader undertakes to comply fully with trading standards, health and safety, environmental health, licensing, and all other relevant legislation.
    

10. Cleanliness & Rubbish.
    Traders are encouraged to keep their surrounding area as spotless as possible throughout the event. Please take pride in regularly clearing all rubbish and debris from the vicinity of your stalls. Remember, it's your responsibility to remove your rubbish. For our fantastic food & drink vendors, don't forget to bring bins for your customers to easily dispose of any rubbish from their delicious purchases. Together, let's keep the event clean and enjoyable for everyone!
     

11. Power & Electrical Equipment.
    We are unable to provide any power at this event. Please ensure all your equipment is fully charged beforehand. Don't forget to bring extra power banks for backup.
     

12. First Aid.
    First aid will be provided for the event. However, traders are still required to make adequate and appropriate arrangements for their first aid provision.
     

13. Failure to Comply.
    Any trader not acting safely and/or failing to comply with instructions will have to leave the event. Behaviour deemed offensive or inappropriate will not be tolerated and may lead to the trader being asked to leave the event.
     

14. Extra Space.
    We want to ensure everyone has ample room for their stands, creating a safe and enjoyable experience for all. Please refrain from adding extra tables or taking up additional space on the day of the event, as this helps us comply with fire regulations and maintain a comfortable environment. If you anticipate needing more space, contact us before the event. Should your stand exceed the space you originally requested, you may incur double the original booking charges, or in the worst-case scenario, we might be unable to accommodate you, resulting in a non-refundable request to leave. That’s why it’s crucial to accurately state the space you require at the time of booking.
     

15. Layout.
    Rest assured; we've got your stand placement covered! We thoughtfully position stall holders to create a natural, effortless flow throughout the event. It's our top priority to ensure the layout works perfectly, so trust us to find the best spot for you. On the day, there will be someone on hand to guide you to your stand, ensuring everything runs smoothly and seamlessly.
     

16. Outdoor Space.
    Please come prepared with all the necessary equipment needed to showcase your product or services. While we're optimistic about the weather, it's always smart to be ready for anything. If you have an outdoor pitch, make sure to bring waterproof coverings to protect your goods. Feel free to set up canopies, gazebos, or other temporary structures if they fit within your allocated space and are sturdy. However, please note that some of our outside pitches are on a hard surface, so "pegging down" of gazebos, canopies, or tents isn't possible. If you plan on using them, ensure they're securely anchored in a safe manner that doesn't pose any risk to our assistants or the public. To make sure your setup is level and secure, we recommend bringing tables with adjustable legs, as we can't guarantee that our outdoor surfaces will be perfectly flat.
    If your food/drink van exceeds 6m you'll be subject to additional fees. 
     

17. Generators.
    While we can't provide external power, you can bring your generator. If you're planning to bring your generator, make sure it's "low noise" and safe to use. It should be self-standing and not pose any hazards. We want to keep everyone safe and sound! Please let us know if you are bringing a generator, as it’s important for us to be aware of all electrical equipment on-site.
    Remember, all electrical generators, wiring, and appliances must have a current certificate by IEE Regulations. Don't forget to provide this documentation along with your public liability information when booking. To ensure a seamless and enjoyable experience for everyone, we kindly remind you to position your generator in a way that minimises noise disruption to your neighbours.
     

18. Indoor Stall Holders.
    Please note if you have a stand in our large Marquee: to ensure your setup is perfectly level and secure, we highly recommend bringing tables with adjustable legs. While we strive for the best, we can't guarantee the surfaces will be perfectly flat. All indoor stalls can select to have the relevant table(s) and a chair provided. Available to select in the application form. If you require clothing rails, please bring your own, these cannot be provided.
     

19. Logo & Product Pictures.
    We’re excited to showcase your amazing business on our social media platforms and let the world know you'll be part of #TRBCM! To make this happen, please attach your logo and product pictures to your application form. We love giving a big shoutout to all our fantastic stallholders! Remember, sharing these pictures is crucial for us to promote you effectively. If you're a late applicant, keep in mind that if our promotional material has already been printed or posted, we won't be able to include you this time.
     

20. Responsibility.
    The event organisers or The Barnsdale are not responsible for any loss or damage caused by the stall holders or guests, agents, employees, or contractors, etc., during the stay. The responsibilities for overnight security confirm that Barnsdale staff will manage safety, locking the barn, and other related tasks. Individual stallholders and outsourced contractors are required to provide up-to-date documentation, including public liability insurance and a risk assessment, to cover any third-party claims or damages caused by stallholders and contractors.
     

21. Staffing/Emergency Contact.
    During set-up or event hours, please contact Charlie (07472611378) or Victoria (07513013898). After event hours, the designated urgent contact person after hours is 01572 724678, the hotel’s reception line. For additional emergency contact, please contact Jonathan on: 07549166482.
     

22. Security Arrangements.
    Confirmation of overnight security arrangements is required. Overnight security is managed by our Night Porter. All hotel premises are monitored by 24-hour CCTV. A clause will be included in the stallholders' contracts stating that neither the event organisers nor The Barnsdale is responsible for any loss or damages. The terms arranged with stallholders regarding loss or damages are at the event organisers discretion.​