ARRIVAL AND DEPARTURE
 

Important Note: It is a condition of attendance to Blue Reef Festival 2026 that all Catering & Trade Vendors must arrive on site no earlier than 10 am and no later than 8pm on Thursday 23rd July 2026 (or between 8 am and 10 am on Friday 24th July, by special arrangement). Departure will be no earlier than 06:00 hours Sunday 26th July 2026.
 

This is a safety requirement to avoid unnecessary pack downs and moving vehicles during times of guest attendance to the arena at this year’s festival.
 

We will have a service road behind each of the vendors’ pitches, which vendors will be able to use for restocking operations during the festival.

(Note: The festival ends late on Saturday 25th July, but vendors are welcome to open and serve food and drinks, sell remaining stock to the campers until the afternoon on Sunday 26th July)

Caterers will be asked to exchange Blue Reef meal vouchers for meals, up to the value of £10 per voucher. These must be handed to the site manager before leaving the festival site on Sunday 26th July.
 

Please note that the pitch size must include space for all vehicles. Extra parking and camping may be purchased separately and will be located in the staff camping area/car park.

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VENDING SPACES
 

The space booked and confirmed by the exhibitor must include sufficient room for all guy ropes, tow bars, foldout flaps or units, accessories and equipment required.
 

The organiser reserves the right to change the layout and location of the exhibition space without prior notice.
 

You will be allocated your space on arrival and may not have your exact location confirmed ahead of your arrival to the event.

Change of space on arrival or during the event is NOT permitted under any circumstances.
 

All pitches are sold on a first come first served basis and there is NO guarantee that your pitch will be the same as in previous years.

We do not accept any responsibility for the levels of trade at the event.
 

You acknowledge and accept that you are responsible for the actions and behaviours of your staff whilst they are on site.

Exhibitors must leave their site in the condition they found it in. Should any damage be made, the organiser will charge for the repair costs.

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ELECTRICITY POWER SUPPLY
 

Exhibitors who require power will be located accordingly due to the location of the onsite generators. Vendors are not permitted to bring their own generator onsite. All electrical connections must be PAT tested. The event Health and Safety Officer will visit your stand and complete a health and safety check list document.
 

All electricity requirements for Blue Reef Festival must be booked on the application form Please ensure you request the correct power supply as this may not be able to be changed on arrival or during the event.

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PAYMENT AND CANCELLATIONS
 

Once the booking has been approved a deposit invoice will be raised, a 50% deposit payment will need to be made within 30 days to secure your position at this year’s festival.
 

The remaining 50% balance of the invoice will be required to be paid no later than 15th May 2026. If the balance of your payment is not made by this date, we reserve the right to offer your pitch to other vendors and no refund will be made.
 

Cancellations must be made in writing and at the latest by 15th May 2026. Blue Reef Festival will retain 20% of the pitch hire fee as an administration fee. All other monies will be refunded in full.
 

Cancellations requests after this date will not be entitled to a refund.
 

The organiser is not liable for refunds or compensation in regard to the event including cancellation or curtailment for any reason beyond the reasonable control of the organiser.
 

By agreeing to exhibit at Blue Reef Fest, you consent to photographs being taken for use & promotional purposes by Blue Reef (UK) Ltd and carefully selected third parties.
 

You agree to being added to our exhibitor mailing list, to be sent information on all future Blue Reef Fest events. Please let us know in writing if you wish to be removed from this database.

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SECURITY
 

Overnight security will be provided.
 

All exhibitors are responsible for the safety and security of their own stock whilst on site. It is your responsibility to insure your stock/equipment against damage and/or loss.
 

Personal items left on stands are done so at the owner’s/exhibitor’s risk.
 

The organiser reserves the right to undertake security checks as deemed necessary and to refuse entry to vehicles or personnel at their discretion.
 

Any exhibitor needing to leave or enter the site outside of trading hours must have the appropriate pass to show overnight security.

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COMPLIANCE
 

Food traders must comply with The General Food Regulations 2004, The Food Safety and Hygiene (England) Regulations 2013, and Regulations (EC) 178/2002 and 852/2004
 

Food traders must bring to site and use purpose-built hand washing facilities with hot and cold running water.
 

Food traders are required to provide details of the local authority where they are registered and their current Food Hygiene Rating Scheme score. Confirmation of the trading name of the business, as it appears on the Food Hygiene Rating Scheme site, must be stated on the booking form. No food trade pitch will be fully confirmed without registration details.
 

 All food vendors will be required to supply proof of the following and non-food vendors, where applicable, in advance of Blue Reef Festival 2025 (by 30th  June 2026 to email: vendors@bluereeffestival.co.uk) as well as being available at The Festival:

· COSSH

· Risk Assessment (Fire, Health and Safety and Food Safety and Hygiene)

· Public liability insurance cover of not less than £5 million for any one claim

· Employers Liability Insurance cover of not less than £5 million for any one claim

· Food Safety & Hygiene Certificates

· Gas Safety Certificate (If using gas on site)

. PAT test certificates

. Proof of fire extinguisher and safety equipment testing 

List of food allergens, specific to your menu (to be available to customers)
 

If a vendor arrives onsite without valid documentation, we reserve the right to refuse entry and refuse the right to trade. No refund will be issued.

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HEALTH AND SAFETY
 

It is the exhibitor’s responsibility to comply with all health and safety, and fire legislation.
 

Caterers must provide us with all relevant health and safety documents.
 

Caterers must display a copy of their Basic Food Hygiene Certificates and adhere to best practices.
 

Caterers must provide their own fire safety management equipment and be trained in its use and the equipment must be certified as safety checked.
 

Gas appliances must be fully tested and relevant certificates available on site for inspection.
 

Only one spare LPG cylinder will be permitted per installation.
 

Anything not conforming will be taken off site.
 

It is the exhibitor’s responsibility to ensure that the public have no access to any hazardous areas.
 

 Any gazebos being used MUST have adequate and appropriate weights in place, to protect from high winds.
 

All structures need to be flame retardant.
 

Exhibitors participate at their own risk.
 

The organisers will monitor health and safety throughout the event. Visits will be made to ensure that stands are complying with all terms and conditions.

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YOUR PRODUCT
 

A price list of your products will be required. In some instances, traders may be asked not to sell certain items to avoid clashes with other traders.
 

At Blue Reef Festival we are committed to offering our guests good value for money. Any meal more than £12 will be scrutinized to ensure that it is offering good value for money in a festival environment.

 

WASTE MANAGEMENT 
 

All caterers MUST remove their catering waste to the bins provided.
 

All caterers must check in with the organisers before leaving site, so that we can check that all waste, including oils and fats, have been removed and not left on site. Any waste left in the vicinity of a trader will be ‘owned’ by that trader and a charge will be made for the removal of the waste. This will also affect you returning to trade at Blue Reef Fest.
 

 It is the exhibitor’s responsibility to remove litter from their immediate area and to keep their area tidy.
 

Exhibitors who leave litter will be charged a fine and this may jeopardise exhibiting at future Blue Reef Fest events.
 

The digging of sumps and soak-aways is prohibited.​